Practices and promotes Citizens mission statement in every interaction.  Performs secretarial and receptionist functions for the Citizens Nursing Dept.  Oversee clerical systems such as maintenance of office machines, purchasing program, ordering of office supplies, nursing payroll, hospital and Covid-19 reports, etc.  Provides clerical support for the Citizens Nursing Program.

1. Practices and promotes Citizens mission statement in every interaction

Through family and community engagement, Citizens supports

People to live the life they choose.

2. Performs all secretarial tasks (i.e.: typing, filing, answering telephones, mailing and photocopying) for the Citizens Nursing Program.

3. Answers and directs incoming calls to the appropriate staff member/department to ensure calls are handled in an efficient, professional and timely manner.

4. Maintains general files and nurse’s files. Sets up new files as necessary.  Files material alphabetically by source or subject to ensure accuracy and accessibility, maintains and updates house/cluster rosters and contact information.

5. Inventories, orders and distributes basic office supplies, maintains inventory of all supplies, orders equipment and toner for printers/ copiers

6. Orders medical supplies as needed.

7. Ensures weekly hospital report is created and distributed.

8. Updates daily COVID report on Excel and distributes. Maintains individual’s vaccine spreadsheets and updates as necessary.

9. Completes Nursing payroll biweekly.

10. Books conference rooms, creates meeting invites, types nurse’s meeting agendas.

11. Types correspondences, documents, reports etc. from written or dictated material as requested by the Citizens Nursing Program.

12. Collects and generates weekly schedules and generates the weekly Clinical Nursing schedule.

13. Maintains Internal Incident Report binders and excel spread sheet as well as distributes incident reports for review and signature to all necessary parties.

14. Responsible for reviewing bills and submitting check requests to Accounting. Process medical bills and communicate with MD offices to clarify billing questions

15. Collect and send for processing nurse’s mileage/expense reimbursement forms as well as time off request forms.

16. Plans, tracks and coordinate dead filing sessions.

17. Successfully completes and maintains annual training and any other training that is necessary for the position.

18. Reports and documents any events/activities that may hinder the health, safety and well-being of the person that resides there (i.e., allegations of abuse, injuries, broken equipment, etc.).

19. Follows all agency incident policy and procedures.

20. Adheres to Federal and New York State regulations, agency policy and procedures, the employee handbook and agency and program training requirements.

21. Arrives to work by the start of scheduled shift, adheres to agency policy and procedures in regard to call offs and overtime.

22. Performs all other duties as requested by supervisor.

High School Diploma (GED) preferred.

1 - 2 years secretarial experience; proficiency with use of computers for word processing and data entry.  Good written and oral communications skills. Excellent team player with a positive attitude.