Position Summary

This position provides administrative and clerical support by serving as a primary point of contact for visitors and telephone inquiries, processing incoming and outgoing correspondence, and maintaining office records. The position is also responsible for timely entry of reportable and critical incident information into the IMS system, assisting with records management activities, and performing other general office support functions as needed.

The Work You Will Do

• Greet and assist visitors that come to our floor to the appropriate staff offices. Handles incoming telephone calls, directs calls to appropriate staff or takes messages providing excellent customer service.
• Handles the mail to sort and distribute incoming mail and faxes to pertinent inboxes. Processes outgoing mail utilizing in office postal machine.
• Data entry - Reportable Incident Reports are entered into the IMS System within 10 days and 100% of Critical Incidents are entered into the IMS System within 1 day.
• Assists with records management to include boxing of records, respond to file requests/returns to and from storage, maintaining the Records Management spreadsheet and assist to execute document purges annually.
• Prepare, route and process phone bills for personal call usage on State-issued cell phones. Prepare forms for individual employees and collect payments if needed. Ensure completed forms are collected from all employees.
• Other work related and general office duties as needed.

Minimum Qualifications

At least one year’s professional office experience as receptionist.

Prefers fluent bilingual (English & Spanish speaker) candidate.

Knowledge, Skills, And Abilities

Knowledge of general office procedures and practices. Microsoft applications (Excel, Word, Power Point Share Point) and other required computer software applications.

Ability to establish, organize and maintain files. Communicate orally and in writing, (face to face, electronically and/or written) information and ideas clearly, concisely and effectively. Establish and maintain effective working relationships with consumers, families, providers and staff within and across regions. Prioritize and schedule work efficiently, determine work priorities and ensure completion of work assignments. Multi-task and work under pressure.