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Receptionists/Secretaries

Location : Rochester, NY
Job Type : Temp/Contract
Reference Code : OMH-RS-20
Start Date : 10/01/2020
End Date : 03/31/2021
Hours : Full Time
Travel : No
Relocation : No

Job Description :

Looking for Receptionist/Secretaries to be assigned to various Departments in the facility.  The initial assignment will be in: Communications Department; Business Office;  Work Control Center; Nursing/Staffing Office; and Nutrition/Housekeeping


 


Department:   Communications 




Job Duties:  The staff who work in the facility's Communication Department are responsible for the operation of the Communications Desk and the facility’s mail room.  At the Communications Desk, they are responsible for the screening of all patients and visitors entering and leaving the facility and entering their personal information into the Facility Visitor Management System.  They must ensure that certain individuals on the facility's restricted list are not allowed in the building.  They respond to all incoming calls and operate the facility's switchboard.  They are also responsible for the daily distribution of facility keys and badges to per diem staff and maintaining keys to various areas (e.g., conference rooms, staffing office, central supply, rehab building, etc.) for all staff to use.  


 


These duties play a key component in both the facility's security function and the emergency response procedures.  Receptionists need to provide coverage from 7:00 AM to 8:45 PM seven days a week.  The facility’s Communications Department is also responsible for operating the facility’s mail room and performing various other data entry tasks.


 


 


 


Department:   Business Office


 


Job Duties:  The individual may be responsible for:  assisting in the purchasing department with obtaining quotes from vendors for supplies/equipment;  compiling data for the preparation of reports; mailing and distributing checks from the patient cash system; filing paper work; sorting incoming mail; assisting with accounts payable;  data entry of receipt information into  computer program; and acting as the receptionist for the Business Office.   


 


Other clerical tasks as needed. 


 


 


 


Department:   Work Control Center


 


Job Duties:  Tasks related to the position are critical to the agency operations based on the fact that the WCC office utilize various computer systems and programs in order to generate the work orders for the shop staff.  Individual will be are responsible for completing orders, filing them, preparing reports associate with the orders and data entry for staff and service contractors in the computerized maintenance system (4 Rivers); Vehicle scheduling-including license verification (LENS Program); Radio dispatching, Dispensing vehicle keys/gas cards/e-z passes, building keys and contractor ID badges; General office duties-filing, typing, etc.; Receipt, processing, issuing and record keeping associated with key requests;  Maintaining all documents associated with state vehicle use; Record keeping and scheduling associated with all staff training, Time and attendance for all WCC staff and supervisors;  Maintaining manuals relative to service contracts, generator testing, emergency light testing.  


 


Other clerical tasks as needed.  


 


  


 


Department:   Nursing/Staffing Office


 


Job Duties:  The Office Assistant position within the Nursing/Staffing Department will support Nursing Leadership, manage inpatient and community Nursing staff, and assist in the Staffing Office as needed with clerical tasks including time and attendance entry.    Clerical staff must be able to manage a steady volume of administrative supportive tasks including phone calls, scheduling CNO/ADON appointments, daily calendar support, meeting files and document procurement, confidential document coping and filing, basic data entry i.e. time and attendance management. OA1 does keep track of staff probation reports and staff evaluations.  Assist with new employee onboarding process.  Basic Minutes for ad hoc meetings. The clerical position for the Staffing Office will be responsible for maintaining time and attendance data entry for nursing staff.   


 


This position requires a dedicated clerical person to function as a timekeeper. The clerical person must manage staff time, attendance, accrual usage, and overtime to ensure accurate payment to staff.  




Assist with other clerical tasks for both departments as needed.  


 


 


 


Department:   Nutrition/Environmental Services


 


Job Duties:  This position includes data entry for time and attendance for employees in the departments (approximately 80), completion of food budgetary reports, costing and processing of food requests for multiple inpatient and outpatient areas in the facility, processing purchase requests and invoices, maintenance of logs and reports, processing employee training and Human Resources paperwork, completion of linen reports, maintenance of office supplies/equipment for each department.   




The person would be responsible for completing daily close out procedures for the Café.  


This position may assist in other areas as needed


Required Qualifications :
 
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