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About the Role

Acts as receptionist for the Chief Executive Officer and Vice President of Long Term Care Services, managing calls, visitors, and correspondence. This role involves supervising front desk staff, managing the gift shop, taking meeting minutes, and coordinating various administrative tasks to ensure smooth office operations.

Responsibilities

• Acts as receptionist, answering telephone calls and receiving visitors.
• Determines nature of business and provides information or refers callers/visitors.
• Prepares replies to correspondence, ensuring correct format, grammar, spelling, and punctuation.
• Handles incoming and outgoing mail and correspondence for executive staff.
• Supervises front desk and evening receptionists, including training, work assignments, interviewing, scheduling, and problem resolution.
• Acts as receptionist at the front desk when necessary.
• Manages all aspects of the gift shop, including inventory, pricing, and ordering.
• Takes and types minutes at Leadership and Resident Council meetings and distributes them.
• Sends notices for monthly Board of Directors’ and Finance Committee meetings.
• Types monthly minutes and distributes them to members.
• Collaborates with IT to arrange "Team" meetings and communicates information to board members.
• Types policies, procedures, and job descriptions in draft and final formats.
• Manages and updates policies and procedures, including typing, copying, and intranet posting.
• Types correspondence and materials for other departments as needed.
• Maintains a monthly calendar for executive staff and schedules appointments.
• Orders and secures office supplies for the Executive Office.
• Coordinates the submission of Department of Health survey information from all departments.
• Maintains up-to-date Department of Health survey paperwork.
• Coordinates the preparation and printing of meal tickets for the dietary department.
• Processes daily census and responds to Medicare appeal notifications in the absence of the HIM Director.
• Maintains all files in the office of the Chief Executive Officer and Vice President of Long Term Care Services.
• Schedules board rooms using Microsoft Outlook.
• Places Optum supply orders for residents each quarter.
• Assists with Employee Appreciation Days and Employee Recognition Week.
• Reviews, adjusts, and approves timecards for administration staff payroll.
• Supervises company credit cards, card information, and purchase orders.
• Ensures pre-approval and security of credit cards for staff use.
• Performs duties according to ethical standards and facility compliance plans.
• Adheres to confidentiality statement regarding protected health information (PHI).
• Performs other duties as assigned by executive leadership.

Requirements

• Associates degree in Secretarial Science preferred.
• Knowledge of Microsoft Windows software.
• Minimum of two (2) years of experience in a secretarial position, preferably at an executive level.
• Ability to work independently.
• Good oral and written communication skills.
• Ability to be in charge of the office and carry out required office duties.

Skills

• Microsoft Windows software
• Oral communication
• Written communication
• Office management
• Supervisory skills
• Minute taking
• Scheduling
• Inventory management
• Record keeping
• Interpersonal skills

Location

• New Hartford, NY 13413

Work Type

• Full Time
• Day Shift

Experience Level

• Minimum of two (2) years of experience in a secretarial position, preferably at an executive level.

Education Level

• 2 Year Degree
• Associates degree in Secretarial Science preferred

Salary/Compensations

• $20.00 - $24.00 Hourly

About the Company

• Charles T. Sitrin Health Care Center Inc. endeavors to make applying for a position accessible to any and all users.

Equal Opportunity

• Sitrin is an affirmative action/equal opportunity employer.
• Women, minorities, veterans, and persons with disabilities are encouraged to apply.