Customer Service Representative

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​J.D. McCarty Center is looking for a Customer Service Representative to fulfill the responsibilities of the hospital's Receptionist and will act as an assistant to the Human Resource Department by providing clerical support and completion of assigned projects. Must have excellent interpersonal techniques with strong phone etiquette and communication abilities. Must have knowledge and experience in the Microsoft Office 365 software along with basic office/clerical skills to include grammar, typing, and organization. Candidate should be detailed driven and flexible. Bilingual candidates preferred.

Primary responsibilities are:

To operate hospital's phone system for all incoming calls and directing the calls to the appropriate department or staff member.

To assist in the Human Resource Management Specialist with status of applications in the areas of JazzHR.

To act as clerical/technical support for the Human Resource Department in the areas of filing, typing, data entry, copying.

Pay Range:  $16.95 to $18.27 per hour

Full Job Description:
Operates telephone system for the Agency by directing all incoming calls in an efficient, courteous, and professional manner.  Provides internal and external customers with the requested information or assistance concerning the services provided by the Agency if possible or directs these requests to those individuals who can assist them.

Routes all customers in an efficient, courteous, and professional manner to the appropriate individual.  Ensures to the best of their ability that visitors going beyond the lobby area sign in and obtain a visitor badge.  Gives correct information to or pages the appropriate individuals promptly when necessary.  Ensures the Visitor logbook has guest sign in sheets each day, collects the data through the month, and then routes the documentation to the Safety Officer. 

As requested, provides paper employment applications.  Scans and uploads applications to JAZZ HR to the applicable recruitment and then routes application(s) to the Human Resource Management Specialist on a daily basis. If no recruitment is open, CSR will place the application into the correct recruitment folder to hold until a recruitment is open or 1 year at that time will then route to the HRMS for final processing.  On a daily basis and a minimum of twice a day, goes to the resume e-mail and downloads all resumes and follows the same process as paper applications. 

Utilizes the Patient Privilege Register appropriately.  Ensuring proper information is being provided in order to issue a "patient visitation" pass.  Notifies the Hospital Unit Nurse of visitor and directs visitor to the designated location.

Prepares helpful number phone extension badge cards for employees.  Ensures all extension numbers and spelling is accurate and complete.  Updates any extension number activations or changes in the phone system and in the TCP timekeeping system.  Notifies the HR Department via email of this change within 72 hours of the change. 

Routes incoming faxes that are received in the reception area to the appropriate staff as soon as possible.  Notifies the waiting staff member the receipt of their incoming fax.  At the end of the day, ensures all remaining faxes are delivered to the appropriate mailboxes.  Sends faxes upon request for staff.  Collects monies for personal copies and faxes.  Routes monies to the Finance Department on a weekly basis. 

Assists the Safety Officer when they are conducting safety drills at the Center.  Follows the Safety Officers instructions when calling the alarm company, fire department, making announcements, etc.  Stays informed of all safety changes that will affect the safety procedures at the Reception desk.  Routes all calls received from the alarm company to the Safety Officer.  Document all calls received by the alarm company in the trouble alert/alarm book, collects the data through the month, and then routes the documentation to the Safety Officer. 

Assist the Human Resource Department with clerical responsibilities to include but not limited to filing, alphabetizing, distribution of information to employees, preparing various human resource packets, data entry into various human resource electronic files, updating and ensuring utilized forms are available when requested. 

Upon the direction of the HR Director, types internal & external correspondence for the HR Department to include but not limited to letters, birthday cards, memos, & general forms.  These items listed above should be done within 24 hours of receipt unless other priorities require an approved delay.  Prepares internal correspondence, forms, &/or materials to be distributed.  Ensures all information is accurate.

Will review all WorkDay tasks daily.  Will complete only the tasks that pertain to their assigned job responsibilities.  Confers with the HR Director on issues that arise and require additional attention.
 
Upon separation or immediate separation of employee, removes from the phone directory.  When necessary, contacts separated employee’s supervisor to ensure any incoming calls or faxes are directed to the correct individual.  If separated employee is requesting to leave hospital property, will redirect to the Human Resource Office or will complete a Separation Event form with the employee and ensure the address and phone number is correct.  Documents on the form the returned property and then informs the separating employee that a separation and benefit letter will be sent to the address listed on their form.

Upon direction of the Human Resource Director will assist on special projects that compliment work environment and responsibilities.

Performs other duties as assigned.

About J.D. McCarty Center:

J.D. McCarty Center is an established pediatric rehabilitation hospital for children with disabilities birth to 21 years of age. We are a unique 36 bed hospital because we are constantly looking for the best outcomes for our patients by evolving existing programs and being open-minded about new ideas. Our patients are admitted for a 30-day evaluation during which they are assigned a treatment team consisting of nursing unit, physical therapy, occupational therapy, speech therapy, nutritional services, social services, psychological services, behavioral analysis, and recreational therapy. Our 80-acres campus includes an on-site elementary, intermediate, and high school which is staffed by Norman Public School teachers. Patients may continue treatment needs beyond the 30-days as an in-patient in habilitation status based upon progress or placement needs.

J.D. McCarty Center Benefits:

• Health Insurance Benefit allowance including Dental, Vision, Life, and Disability, and Dependent insurance options available
• Flexible Spending plans available
• Defined Contribution Retirement Plan
• 3 weeks of Annual Leave and 3 weeks of Sick Leave per year
• 11 paid holidays per year
• Longevity Bonus beginning on your 2nd year of employment
• Employee Assistance Program a confidential resource regarding personal and family concerns

Employees can also take advantage of other opportunities such as state employee discounts, continuing education, supplemental insurance plans, and credit unions.

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