Summary: The Secretary/Receptionist is responsible for reception duties, including greeting visitors, answering/directing phone calls, typing, and other clerical duties as assigned. This position is part of the Human Resources Department but also provides clerical support to other departments as needed.
Essential Functions * Answer phone console and forward calls to the appropriate party. Take and route messages to the appropriate party in a timely manner. * Greet and assist/direct visitors. Maintain all sign in/out sheets. Assign visitor badges as required, maintaining an overall security awareness at all times. * Complete assigned data entry and typing/keyboarding assignments utilizing various computer software, including but not limited to emails, word processing, desk top publishing, presentations, spreadsheets and human resource information systems. * Assemble new hire packets, including all required documentation, policies, Safety Manual, Employee Handbook, training folder, and benefits information. Maintain an adequate supply of all materials, making copies as needed. * Assemble information and/or training packets, as needed, for classes or other distribution purposes. * Stamp, sort, and distribute all incoming mail. Collate, weigh, and stamp all outgoing mail. Track postage by department and log daily postage meter readings.
Education * High school diploma or GED.
Experience * Two years clerical experience preferred.
License/Certification * N/A.
Language * Excellent command of the English language. * Second language a plus, but not required.
Additional Qualifications * Computer literacy a must. * Sertoma Centre provides service to "at risk populations" funded primarily by the State of Illinois. As such, the agency is subject to compliance with the Healthcare Worker Background Check Act, hereafter referred to as the Act. Consequently, all employees are subject to employment eligibility conditions set forth in the Act, both now and in the future.
Competencies (Knowledge, Skills and Abilities)
Communication * Good written and verbal skills. * Ability to interact effectively with diverse populations and all staff levels within the organization. * Ability to manage stressful situations with a calm demeanor, patience, and diplomacy.
Job Specific Skills * Above average keyboarding skills (to exceed 45 wpm), with excellent accuracy. * Attention to detail. * Knowledge and ability to handle the telephone switchboard. * Excellent proofreading skills. * Ability to take initiative and self-start in situations where needed. * Demonstrated reliability.
Industry Knowledge * Knowledge of administrative and clerical procedures. * Knowledge of computers and Microsoft Office software applications. * Knowledge of customer service principles and practices. * Knowledge of confidentiality principles and respect for confidential nature of human resource work.
Additional Job Responsibilities * Type letters, memos, reports, and similar communications including project typing assignments for staff and management. * Maintain an adequate inventory of forms in main Forms File cabinet. * Take photos and create ID badges for staff and consumers as needed. Upload pictures into appropriate database. Post new hire pictures on bulletin board in mail room. * Assist with monitoring incoming faxes through e-mail and forward to the appropriate party. * Collaborate with HR staff to gather material, assemble, and distribute HR newsletter. * Assist with scanning/storing documents electronically via DocuWare. * Purge termination files of pressboard folders to be recycled. * Monitor STAR bulletin board; remove stars at appropriate time frame and forward to Receptionist/Secretary-127th Street for posting. Once returned, distribute to recognized staff. * Provide back-up assistance to HR staff as needed. * Assist with various HR projects as needed.
Customer Service * Work collaboratively with other agency staff and external customers to enhance communication, maintain positive work relationships, identify the needs of others, provide timely response, and promote teamwork for the common purpose of internal and external customer service. * Promote teamwork by extending cooperation to other staff in completing tasks and projects and supporting the interests of others by recognizing their talents and abilities. * Ensure the dignity of individuals served by treating them with respect and understanding at all times. * Demonstrate the capacity to manage multiple demands; with flexibility in adapting to new challenges, while maintaining priorities.
Recordkeeping * Assist with the development of departmental procedures as needed to ensure efficient operations and maintain current departmental procedures manuals.
Safety * Actively practice concepts established in safety training, policies, and procedures to promote a safe, clean working environment. * Report and assist in investigations of work related injuries and illness in a timely manner and in compliance with established agency policy and procedure. * Actively assure the safety of consumers, employees, and visitors by identifying hazardous conditions and/or at risk behaviors and intervening to correct potential risks.
Training * Attend all assigned training sessions, notifying supervisor of needed schedule changes to accommodate training date/times. * Maintain current status on all certifications. Monitor training history and schedule retraining for completion prior to certification expiration dates.
Policy, Procedures, and Regulations * Maintains knowledge and adherence to all department and agency policies and procedures. Must stay current on policies contained in the Employee Handbook.