Receptionist/Secretary

Summary: We are seeking a Receptionist/Secretary to perform various office duties

Location: Rochester NY 14620

Target Work Schedule: Monday to Friday 8AM to 5PM

Target Duration/End Date: 2 Years

Description of Roles and Responsibilities:

· This job requires a competent dedicated clerical person to function as a timekeeper. This clerical person must manage staff time, attendance, accrual usage, and overtime to ensure accurate payment to staff. Data entry for direct care staff is a function best performed by a clerical item. Hiring a contract employee clerical item to oversee the time and attendance data entry process will allow the Sr. Staff to remain on the unit to direct staff and oversee patient care. Also included are the day-to-day functioning of an office, answering phones, filing and general tasks of an office assistant

· The staff who work in the facility's Communication Department are responsible for the operation of the Communication 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 and other individuals on the list are not allowed to bring property into the building. They respond to all incoming calls and operate the facility's switchboard. They are also responsible for maintaining keys to various areas (e.g., conference rooms, staffing office, central supply, rehab building, etc.) for all staff to use. These positions are essential to health and safety because they are a key component in both the facility's security function and the emergency response procedures. Clerks need to provide coverage from 7:00 am to 8:45 pm seven days a week. In addition to working in their assigned area, these receptionists may also be responsible for providing coverage in other facility departments if the need arises

· The individual will review and process invoices; perform clerical audits for programs, verifications; compile data for the preparation of reports; filing paperwork. This position is needed to ensure invoices are paid in a timely manner. The Business Office currently has two FTEs in the accounts payable department. A contract employee is needed in the Accounts Payable department to ensure that tasks get completed to the level needed. The Accounts Payable Department needs three FTEs in the department to ensure that invoices are processed, and essential tasks are completed

· Tasks related to the position are critical to the agency operations since the Work Control Center utilizes various computer systems to generate work orders. The office assistant will be responsible for completing orders, filing , preparing reports, and data entry; maintaining the schedule for vehicle usage; radio dispatching; dispensing keys, gas cards, EZ Passes, contractor ID badges; general office duties; issuing and record keeping related to key requests. In addition, the office assistant will provide backup support for Secretary 1 when absent

· This person will provide clerical support to the Safety Department. Tasks include time and attendance data processing for all Safety Officers, running T&A reports, filing for the department including EOC reports, ordering supplies and submitting purchase requests for the department; scheduling of Communications Desk staff and assist when needed at Communications Desk to eliminate overtime; works in the Mail Room when needed to assist staff and ensure that mail functions are completed timely

Mandatory/Minimum Qualification, Skills, Experience Requirements:

Associate or Bachelor's degree preferred. And at least three years’ experience in an office environment providing program support or administrative assistance for multiple staff with varying job responsibilities

Qualification, Skills, Experience Requirements:

· Highly proficient in the use of Microsoft Office, including Word and Excel

· Excellent organizational, interpersonal, customer service and written communications, in addition must be comfortable. answering and responding to telephone calls and inquiries in a professional manner

· Ability to work as part of a team and independently

· Ability to deal with multiple priorities and competing deadlines

· Attention to detail is a must

· Answering switchboard- transferring calls & providing information

· Using Zoom, Microsoft Teams, and other platforms for providing virtual services. Managing multiple tasks

· Ability to meet required timelines and prioritize duties to meet those timelines

· Ability to monitor vendor accounts and process payments/cancellation of payments in a timely fashion

· Ability to learn specific computer programs

(Resume must stand alone in demonstrating qualifications and experience)

Other Notes:

1. Resume must stand alone in demonstrating qualifications and experience

2. Please take a moment to review the job details, including qualification requirements, location, duration, and pay rate, before you apply

3. Please complete the screening questions for your application or include a cover letter with more information for us and the hiring team to consider

4. We encourage you to complete the Skills Tests to demonstrate your skills

5. Where required, consider submitting proof of licensure with your application

6. Where applicable, consider including samples or examples of your work that demonstrate your capabilities with your application

7. Where relevant, please include your LinkedIn page, at least 3 professional references, a copy of your diploma or other proof of licensure/professional certifications, and your USC / GC / H4 / H1B. We do not accept C2C applicants without this information

8. Your application must have your full legal name and current contact information

9. There may be cases where the hiring team requires two or more professional references with application

10. We partner with companies to offer and deliver projects and solutions to our clients Some positions may be hired through our partners

(Ref#:2302880)

Why work with us:

At Donia, we foster a culture of growth. We recognize that everyone brings unique skills and experiences to their work and that the company is better for such diversity. We encourage you to pursue your interest and grow within the company. We promote from within because we value and reward contributions.

About us:

We are a Business Management Consulting, Staff Augmentation and Workforce Solutions firm.

Our founder is an engineer and seasoned business management consultant. The values of precision, quality, and reliability are embodied in all our work

We aim to delight our clients through the high quality of our service. So much so, that almost all our contracts are through Word of mouth and referrals. Because for over fifteen years, we have worked with Non-profits, City, State, and Federal Agencies – strategizing and putting together specialized teams that can tackle any project

Donia's team of collaborative solution-finders will meet you where you are and build the system that will get you to your goals. Let us know how we can use our Business Consulting and Staff Augmentation and Workforce Solutions expertise to help you

About our Benefits Program

All Donia LLC full-time staff have access to our benefits program. Features include but not limited to:

· Health insurance

· Dental Insurance

· Vision Insurance

· Paid Time Off

· 401(k) Plan

· Disability

· Life insurance

Donia LLC is an equal opportunity employer

Job Types: Full-time, Contract

Pay: $17.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Did you review and are okay with the job details - including qualification requirements, location (including In-Person as applicable), duration, and pay rate W2?

Work Location: In person

Salary : $17 - $23