LIFESCAPE COMMUNITY SERVICES/COMMUNITY KITCHEN, INC. Job Description Position: Receptionist/Admin
Reports to: CCU Supervisor
Salary: $17.77/hr.
Position Type: Full time
FLSA: Non-Exempt
Location: Rock Falls, IL
Supervision Exercised: NO
Job Summary: The primary responsibility of this position is to function as the Receptionist/Admin for the Adult Protective Services and Care Coordination Unit office. This position is often the first contact clients and professionals will have with the agency; therefore, it is imperative that the person in this position represent the agency in a positive manner. It is also a fast-paced job with many responsibilities thereby making the skill of efficient multitasking a necessity for the individual filling this position.
Essential Duties and Responsibilities include the following.
Related duties may be assigned. Receptionist/Admin Responsibilities - Answer multi-line telephone efficiently and effectively, routing calls correctly.
- Be courteous & display a positive attitude towards clients, professionals, and others.
- Greet visitors to the agency.
- Complete all clerical tasks for the APS & CCU programs such as typing, filing, and data entry.
- Perform all secretarial functions as requested by Supervisor.
- Create agendas for meetings & document meeting minutes.
- Maintain & organize program forms, materials, and supplies.
- Procure food, supply, and other items through approved company processes, including the use of Purchase Orders, Petty Cash, and/or other methods.
- Maintain relationships with vendors and contact when necessary for equipment maintenance. Keep up-to-date list of all vendors.
- Train staff in use of office equipment and help them resolve problems with equipment.
- Set up and tear down of meeting rooms.
- Schedule and/or register for meetings and events as requested by Supervisor.
- Provide clerical assistance and other support with outreach and marketing activities as requested.
- Maintain program calendars.
- Handle written correspondence, faxes, and emails, ensuring that appropriate parties receive the correspondence.
- Type reports & compile data as requested by supervisor.
- Assist program supervisors and Directors in procurement of APS Memorandums of Cooperation and CCU Memorandums of Understanding with partner agencies and other potential referring organizations. Maintain an up-to-date list of these organizations.
- Scan billing forms for both APS and the CCU programs, keep CCP billing organized in file cabinet until after billing is processed, print needed pages, and assemble all files. Create new participant files and labels as needed. Understand document requirements for files, identify missing documents, and request missing documents from appropriate staff.
- Support the internal CCU Billing Review process by collecting CCU Data Entry Forms (DEFs), printing CAT Transmittals, matching and compiling DEFs by CAT Transmittal, packaging CAT Transmittal/DEF batches in a chronological basis, packaging the files for each month, and arranging for pick up by the Program Services Director in the first week of each month.
- Request, organize, and file signed participant agreement, signed plan of cares, and EHRS information sheets as needed.
- Organize and maintain CCU files in the file room. Assist case managers, supervisors, and director to locate files, especially towards the end of the fiscal year.
- Enter critical incidents into the state site (CERA) as needed and help complete reports as the case managers gather information regarding incidents, make the case mangers lists of all the critical incidents they need to follow up on.
- Complete CCP one-day and fifteen-day follow-up calls for initials and increase in hours.
- Complete APS Phase . Training to be equipped to process intakes for APS.
- Help workers in the Rock Falls office with technical difficultly issue laptops, tablets, and cell phones. Update laptop CMIS software as needed and remind office staff to update windows software to keep systems running smooth.
- Make sure all employee equipment and key lists stay current and update forms when needed. Assist with preparation of equipment and key lists for new employees and employees returning Lifescape property.
- Keep an eye on the building for any concerns such as locks, ceiling lights, water heater, furnace, plumbing and ceiling leaks and report to the Director of Office Operations.
- Vacuum equipment and file rooms as needed. (Housekeeping does not have access to these rooms.) Change paper towel roll in dispensers as needed and change soap dispensers as needed.
- Shovel front area that plow does not remove from parking lot and put out ice melt as needed. Also shovel by the backdoor.
- Attend training as required by Supervisor.
- Represent the agency professionally in speech, manner, and dress.
- All other duties depending on agency needs as assigned by the Supervisor, Director and/or Lifescape Administration.
Essential Functions: - Must be able to read, write, and understand written and verbal instructions.
- Must be able to multitask efficiently.
- Must be able to operate fax, copy machine, computer, and multiple phone lines.
- Must be able to effectively and patiently communicate with consumers, caregivers, staff, and visitors.
- Must be able to operate Windows and Microsoft Office based software.
- Must be skilled at data entry.
- Must be able to work independently.
Qualification: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Requirements - Must be 21 years of age.
- Valid IL driver's license and clean driving record.
- High school diploma or equivalent, Associate Degree preferred
- Must have excellent verbal communication skills and at least one year of customer service experience.
- Must be able to work and communicate effectively with older persons, persons with sight and hearing impairments, and persons with a variety of economic, social and cultural backgrounds with an emphasis on seniors.
- Must be able to perform essential functions of position.