Summary: The Receptionist is the person responsible for attending to visitors and deal with inquiries on the phone and face to face. Supply information regarding the organization to the general public, clients and customers. The Receptionist is also responsible for completing tasks assigned by the Program Director. The Receptionist knows each person's roles and responsibilities and can filter situations to the right person. The Receptionist reports to the Program Director.

The job description of the Administrative Assistant can be categorized into the following general areas:

1. Support to the Administration / Management


2. Records Management


3. Support to Individuals and Stakeholders

Roles and Responsibilities

SUPPORT TO THE ADMINISTRATION/MANAGEMENT

• answer telephone, screen and direct calls


• checks voicemails and follows up on any messages left in general mailbox.


• takes and relay messages


• provide information to callers


• greet persons entering organization


• direct persons to correct destination


• deal with queries from the public and customers


• logs new client referrals into Therap into priority module and communicates information to Program Director and COO.


• ensure knowledge of staff movements in and out of organization


• monitor visitor access and maintain security awareness


• provide general administrative and clerical support


• make deliveries and run errands when needed


• prepare correspondence and documents


• daily receive and sort mail and deliveries


• daily scan mail and documents to operations assistant


• organize conference and meeting room bookings


• co-ordinate meetings and organize catering


• cleaning and sanitizing high traffic areas in the office


• Receive Faxes and distribute to appropriate parties


• Distribute payroll
  
  
  
  • Ensures employee signs for checks / direct deposit receipt when received
  
  
  
  


• Complete inventory of office supplies, electronic equipment, and office property weekly for operations assistant.

RECORDS MANAGEMENT

• File documentation in office client books and records weekly.


• Ensure completeness and quality of all documents before filing or accepting documents to be filed


• Forward documentation to appropriate parties and ensure receipts

SUPPORT TO INDIVIDUALS AND STAKEHOLDERS

• Email / fax requested information, including, but not limited to:


• Requested info to DOH, DDSD, IDT members

Additional Tasks

• Attend management and QA/QI meetings as requested


• Other tasks as assigned by the Great Livin' LLC Program Director relevant and within the guidelines mission and ethics of Great Livin' LLC


• Completion of job-related requirements per Great Livin's Policies and Procedures, and State Standards, Procedures and expectations (including - as applicable, but not limited to: completion of all required documentation before leaving shift; completion of State Abuse, Neglect and Exploitation Reporting; GERs; Time IPS)

Knowledge and skills:

• Must be able to speak, read and write in English


• Proficient in use of a personal computer and various software packages


• Knowledge of administrative and clerical procedures


• Knowledge of computers and relevant software application


• Knowledge of customer service principles and practices


• Keyboard skills


• Must follow dress code per handbook and dress in a business casual attire at all time.


• Must have or gain working knowledge of Therap, Microsoft Office 365 and other agency systems as applicable


• Knowledge of agency positions and responsibilities, and who to go to with specific questions and/or concerns


• Must be of good integrity and possess adequate physical, mental and emotional stability so as to meet job duties in a safe and responsible manner


• Must have good organizational and time management skills


• A general understanding of the DD Waiver / Mi Via Waver/ Intermediate Care Facilities.


• Communicate in a courteous and professional manner with co-workers, Individuals and stakeholders


• Able to establish priorities, work independently, and proceed with objectives without hands-on supervision


• Able to handle and resolve recurring problems

Experience / Educational Requirements:

• High School Diploma generally required


• Agreeable to additional training/s when appropriate for the enhancement of position skills

Expected Job Outcomes

• Timely and accurate filing of necessary paperwork / reports


• Concise and accurate completion of assigned tasks


• Conduct himself/herself as a member of the Great Livin' team


• Assist with the growth, quality and direction of Great Livin'


• Cohesive communication between the Great Livin' Management team, co-workers, Individuals, and relevant team members related to Great Livin' and the people we support

Physical Characteristics/Inhabitants of Position

Special Requirements

• Valid New Mexico Driver's License


• Valid Auto Liability Insurance


• Pass required background checks


• Job Related Certification(s)/Trainings, as and when deemed necessary by Great Livin' LLC and / or the state of New Mexico


• Pass TB test