Office Coordinator

1 week ago

Cicero, Illinois, United States The Alden Network Full time

JOB SUMMARY:

As an integral part of our organization, the Receptionist is responsible for overseeing the daily operations of the office. This role involves directing, planning, coordinating, and managing the overall functions of the Medical Records department.

QUALIFICATIONS:

  • High school diploma or equivalent; some college coursework is preferred.
  • Familiarity with administrative practices, procedures, and guidelines is essential.
  • Proficient typing, filing, and record-keeping skills are required.
  • Strong communication skills are necessary.
  • Ability to read, write, and speak English in a clear and understandable manner.
  • Capacity to make independent decisions when necessary and maintain composure in emergency situations.
  • Ability to interact tactfully with residents, family members, visitors, staff, government personnel, and the general public.
  • Demonstrated leadership and supervisory skills, with a willingness to collaborate harmoniously with colleagues.
  • Exhibits patience, tact, a positive attitude, and enthusiasm.

PHYSICAL REQUIREMENTS:

  • Must be able to move around the workplace throughout the day.
  • Ability to manage the mental and emotional demands of the position.
  • Must possess adequate sight and hearing, or use prosthetics that enable these senses to function effectively.
  • Must be capable of working independently, demonstrating flexibility, integrity, and the ability to engage effectively with residents, visitors, staff, and support agencies.
  • Good general health and emotional stability are required.
  • Ability to relate to and work with individuals who may be ill, disabled, elderly, emotionally distressed, or occasionally hostile.
  • May need to lift and transport equipment and supplies exceeding fifty (50) pounds during the workday.
  • A pleasant speaking voice is essential.
  • Exposure to infectious waste, diseases, and conditions, including the potential for contact with HIV/AIDS and Hepatitis B viruses, is a possibility.

ESSENTIAL FUNCTIONS:

Review and update the department's policy and procedure manual, job descriptions, cleaning schedules, etc., at least once a year, making recommendations to the Administrator as needed.

  • Adhere to established departmental policies and procedures, including appropriate dress code.
  • Regularly meet with the receptionist to identify and address areas for improvement in service.
  • Assist in the recruitment, interviewing, and selection of personnel with the Administrator's approval.
  • Organize department work hours, personnel assignments, and schedules to enhance efficiency.
  • Complete performance evaluations in a timely manner.
  • Conduct daily rounds of the reception area to ensure that reception staff are fulfilling their responsibilities and following established procedures.
  • Answer incoming calls promptly and courteously, screening calls according to facility policy, and relay messages to the appropriate individuals.
  • Welcome and direct all visitors, ensuring they sign in.
  • Perform typing, filing, and copying tasks, maintaining all files, records, equipment, and supplies as assigned.
  • Prepare reports, assignments, and correspondence as directed by the Administrator.
  • Receive, sort, and direct mail and fax information.
  • Send reports to relevant agencies as required.
  • Maintain positive relationships with all residents, staff, public agencies, visitors, and callers.
  • Carry out other related duties as assigned.

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