JOB TITLE: Receptionist LOCATION: Corporate Office

REPORTS TO: Human Resources Manager JOB STATUS: Regular Full Time

DEPARTMENT: Human Resources FLSA STATUS: Non-Exempt

JOB PURPOSE: A non-exempt clerical position responsible for receiving incoming telephone calls in a prompt, courteous, and professional manner; greeting/assisting visitors in the same manner; responsible for processing incoming mail; and providing clerical support to HR and other departments as assigned.

JOB FUNCTIONS:

Phone Coverage:

• Operates telephone system; promptly and professionally answers telephone calls; routes calls appropriately, offering voice-mail, paging, message taking or redirection of calls as needed.
• Prepares monthly reception desk coverage calendar. Responsible for ensuring reception coverage for planned absences.
• Trains back up staff on phone usage.

Lobby/Visitor Area Management:

• Greets visitors and assists them as appropriate. Phones or pages employees to meet visitors and directs visitors to appropriate waiting area.
• Follows all in force visitor policies.
• Maintain clean, professional lobby environment.

Meeting Room Calendars:

• Assist with managing scheduling of Board Room, Training Room and Conference Room calendars; monitors patient room usage.

Processes and sorts all incoming postal and interoffice mail daily.

• Sorts and distributes USPS and interoffice mail as well as incoming faxes as received.
• Deliveries—accepts on behalf of company or contacts recipients.

Safety

• All employees are responsible for complying with safe and healthful work practices as outlined in CCFMG’s Employee Safety and Injury and Illness Prevention Program and policies and procedures specific to their department needs.
• Standing member of the Corporate Office Safety Committee.

• Provides support services to Human Resources functions as assigned.
• Completes other administrative duties and/or projects as assigned.
• Promotes the purpose, values and foundations of CCFMG at all levels of the organization and to our community partners.

Education:

• High school diploma or equivalent.

Experience:

• Five years of experience as a receptionist in a large office with multi-line switchboard, preferably in a health care environment.
• Three years of experience in administrative/clerical support required.

PERFORMANCE REQUIREMENTS:

Knowledge:

• Working knowledge of standard office equipment including computers, fax machines, copiers, printers, telephones, etc.
• Fluent Bilingual Spanish, preferred.

Skills:

• Excellent customer service skills.
• Prevents, calms, or defuses irate callers and patients by working with them to identify concerns and properly direct calls.
• Confident and flexible.
• Commonsense, initiative, and a “can do” approach to work.
• Basic computer skills with experience using Word, Excel, and Outlook programs.

Abilities:

• Ability to use multi-line phone system, including transferring calls and paging.
• Ability to diplomatically and assertively discourage or redirect unwanted calls, difficult visitors, or employees with inappropriate requests
• Ability to remain calm under pressure.
• Ability to handle multiple tasks simultaneously.
• Ability to speak clearly and loudly enough to be heard by callers and visitors.

Equipment Operated:

• Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Work Environment:

• Position in a well lighted office environment. Frequent contact with a variety of people.

Physical Requirements:

• Adequate hearing to answer phone and speak with callers.
• Involves sitting approximately 90 percent of the day, walking or standing the remainder.

Safety:

• All employees are responsible for complying with safe and healthful work practices as outlined in CCFMG’s Employee Safety and Injury and Illness Prevention Program and policies and procedures specific to their department needs.