TURNING LEAF
Last Name, First Initial:
Administrative Receptionist
POSITION DESCRIPTION
DATE:
TITLE:
SUPERVISED BY:
SUPERVISES:
STATUS:
SCHEDULE:
RATING SCALE:
Hire Date:
November 2014
Administrative Receptionist
Operations Manager
None
Full Time; Salaried with Benefits
Monday – Friday 8:00am – 5:00pm
Other Date:
Evaluation Due Date:
Type of Evaluation:
__Annual
5- Excellent; 4- Competent; 3- Average; 2- Needs Improvement; 1- Not Compliant
Position Summary:
Under the supervision of the Operations Manager, the Administrative Receptionist coordinates and
implements miscellaneous functions that support TLRRS’ offices and various program locations. Also
provides support to Program Managers and staff companywide; as necessary. Provides communication
and coordination across, within and between all internal and external stakeholders while ensuring
compliance with county, state and accreditation body standards.
Contacts:
Consumers; Treatment Team both at TLRRS, the referral source, and within the community, guardians,
state licensing consultant, employers, medical personnel, accrediting bodies, and any other community
agencies as appropriate.
Job Requirements- Essential:
1. Before performing assigned tasks, shall be up to date with trainings and demonstrated competencies:
 MDCH Group Home Curriculum (Lansing)
 Recipient Rights Training
 CPR & First Aid
 De-escalation Training (DST, NAPPI, CPI)
 Corporate Compliance Training
 Cultural Competence Training
 Limited English Proficiency (LEP) Training
 Medication Administration (Turning Leaf Med Training after 90 days)
2. 18 years of age or older;
3. Associate’s Degree in a relevant clerical or administrative field is preferred in addition to relevant
experience with population served;
4. Clear Criminal History and Background Check;
5. Valid Michigan Driver’s License with less than 4 points;
6. Negative Drug Test;
7. Complete and Pass Physical Examination;
8. Travel to various sites in and out of county may be required with company vehicle only.
9. Maintain a positive and professional relationship with all internal and external stakeholders.
10. Be considerate and cognizant of resident, employees, and other TLRRS stakeholders cultural diversity
at all times.
11. Protect and advocate residents’ rights as stated in the Michigan Mental Health Code.
12. Take universal precautions required to minimize the risk of infection(s).
13. Proficient in computer skills to include the Internet, Electronic Medical Record, Scheduling
Software; Microsoft Word, Excel and Power Point ®.
_______ Employee Currently maintains all the Basic Job Requirements (YES or NO)
If No, indicate what areas are not currently compliant:
Attendance:
Employee will demonstrate responsible work history at all times.
- Employee will consistently and accurately complete a timesheet.
- Employee will responsibly request and utilize PTO with prior authorization.
Comments:
_______ Total # of Policy Violations/Written Warnings
Adminstrative Receptionist Responsibilites:
(Supervisor: Please rate EACH ITEM on a scale of 1 – 5; please provide job performance feedback and include specific suggestions in order
to for employee to improve)
Provide support to the organization through the facilitation of general business functions:
___Answer telephones and facilitate appropriate communication between internal and external stakeholders.
___ Greet and direct / re-direct all internal and external stakeholders that enter the administrative / clinical
offices to ensure that they have been appropriately served and timely appointments are maintained. Offer
and facilitate water, coffee and tea to guests.
___Distribute mail to persons served, administrative and clinical staff
___Monitor and ensure cleanliness of any common areas to include the administrative and clinical spaces
within the main office. Purchase and ensure presence of flowers or other seasonally / culturally appropriate
decoration
___Maintain the company phone system, voicemail greeting and line extensions; internet connections,
wireless network and copier
___Maintain the company print / scan / copy machine to include contacting the service provider when issues
arise and toner procurement. Ensure that administrative and clinical staff have the ability to access the services
of the machine to include having a secure scan folder assigned and connected to their computer
___Track and communicate upcoming birthdays for Persons Served and Administrative / Clinical staff
___Create, print and track employee name badges
____/ 40 Overall Rating on General Business Functions
Comments:
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Assist the Operations Manager with the following functions to include but not limited to:
___
Assist with HR duties such as: scanning applications, ensuring new hire forms are accurate and
complete (pre-hire documentation); background checks (initial & annual), driver’s checks (initial &
annual), coordination of physical/drug/TB test, ensure orientation documentation is complete; create and
maintain employee files.
___
Ensure that vehicle logs are being maintained, vehicles are properly fueled, and that staff are
timely and prepared with directions if necessary.
___
Database entry and tracking of maintenance Work Orders. Relay of emergent requests to facilities
maintenance staff; track work orders & report to administration with status of long term projects
___
Assist with the reconciliation of credit card or other statements under supervision of Ops. Mgr.
___
Responsible for purchases and inventory related to office supply requests; keep cost in mind when
purchasing items.
___
Assist with payroll bi-weekly as needed and directed to do so
___
Any other duties as assigned to include assistance with making copies or faxing documents
____/35 Overall Rating on Assisting Operations Manager
Comments:
Assist the Director of Operations/Executive Director with the following functions to include but not
limited to:
___
Coordinate the quarterly distribution, collection, and entry of data related to Resident, Employee,
and stakeholder satisfaction surveys
___
May be asked to assist with internal or external communication with stakeholders through the use
of EMR, typing letters, external correspondence
___
Assist Program Managers & Director of Operations with preparations for tours, visits and/or
audits as needed.
___
Ensure that visitors sign in when in the administrative office to include most importantly their e-mail
address. Provides this information to the Executive Director for entry into stakeholder database.
___
Assist Clinical Staff with filing in clinical charts when needed
___
Any other duties as assigned to include assistance with making copies or faxing documents
___
Maintain Overall Office cleanliness and organization at all times.
____/35 Overall Rating on Assisting Director of Ops/Executive Director
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Comments:
_______ TOTAL of all above rated items / divide by 110 (number of items) = _____ Average Rating
Comments:
I have read and understand the job description and requirements, as outlined above.
____________________________________
Employee Signature
________________________
Date
*************************************************************************************
**********************************************************************
Annual Evaluation Summary & Upcoming Goals/Objectives
Average Rating Score ______ / divided by 5 = Total Percentage ________%
GOALS FOR UPCOMING YEAR
1.
Expected Completion Date:
1.
2.
2.
3.
3.
Development Objectives (How do you plan to achieve your goals?)
1.
2.
___________________________________________________
Employee Signature
/ Printed Name
_________________
Date
___________________________________________________
Supervisor Signature
_________________
Date
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Employee Comments:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Supervisor, please complete the following:
 Employee Health Certification Form (completed by Employee)
 Medication Administration Re-Evaluation (by Turning Leaf medication trainer)
 Updated MDCH Training OR County Specific Trainings (Muskegon/Holland)
Revised 11/2014 DSA
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