Floater Telephone Operator

Summary:

Applicant must possess a High School diploma or equivalent, and course work in office practice, preferred. Applicant must have six months verifiable work experience in an office setting with duties which include answering the telephones, taking messages, making photocopies, and handling the mail preferred. This position requires the applicant to have the availability to travel as needed to support organizational operations with reliable transportation. The Floater Telephone Operator provides supportive services such as giving general information and assistance to the public, performs routine clerical tasks, handles and distributes incoming/outgoing mail, other duties as may be required to provide clerical services to the overall program.  Must be able to work with the Indian community, and be sensitive to the Indian culture and its needs.

Major Duties and Responsibilities:
The primary duties of the position shall include, but are not limited to the following:

• TELEPHONE SERVICES: Answers main incoming telephone lines, evaluates callers’ requests and/or evaluates described problem or situation and refers to appropriate staff, office or clinic following established program guidelines. Routes emergency instruction as necessary, receives and responds according to established procedure regarding incoming telephone threats. Operates an in-house paging system, which may utilize call code. Maintains current listing of office and individual telephone extensions, maintains current listing of individually assigned pagers and providers. Maintains awareness of alternate or message extension numbers and keeps supervisor advised of any difficulties in contacting staff or services. Maintains the Morongo, Soboba and San Manuel clinic directory listings. Answers routine questions regarding location and/or hours of clinic and office operation. Orders and distributes telephone directories for the Morongo, Soboba and San Manuel clinics. . Performs other duties as assigned to assure that telephone communications are efficient and effective.

• MAIL SERVICE:  logs and distributes certified mail from postal service courier services Prepares outgoing mail for postage by meter or stamping and bundles bulk mail in accordance with US Postal requirements. Responsible for insuring that Fed Ex packages/mail is called in by 3:00 PM for same day pickup and for insuring that Fed Ex package/mail is picked up by the courier and notifies the respective department, if the package has not been picked up. Maintains postage meter and assures service to all postal equipment; maintains postage meter and assures service to all postal equipment; maintains contracts which may exist. Refers only the most unusual mail service inquiries to the supervisor. Maintains appropriate mailroom supplies.

• SPECIAL MAIL HANDLING: Responsible for insuring that mail requiring special handling, i.e., certified, registered, insured, etc. is taken by courier to the post office or other in a timely manner according to written policy provided by supervisor.

• COPY SERVICES: Assembles and photocopies orders for all departments on an as needed basis.. Initiates calls to users to pick up orders. Prepares requisitions for and places orders for machine service for supervisor. May provide assistance regarding the operation of any photocopy system used by the program.
• FACSIMILE MACHINE: Responsible for outgoing and incoming transmittals and timely distribution.
• CONFIDENTIALITY:  Ability to maintain strict confidentiality of Program business. In the course of duties, which include copy services, mail distribution, and facsimile machine, the employee will be privy to confidential patient information, employee information and other Program business of a confidential nature.

• ADDITIONAL DUTIES: Maintains a master form file and is responsible for assuring that each master form is sharp. Prepares and distributes forms to all locations upon request. Form supplies may be printed and re-ordered by requisition rather than photocopied. Maintains office files as may be required to efficiently carry out the activity of a support services office. Maintains a schedule for the use of the conference room at the Morongo, Soboba and San Manuel Indian Health Clinics. Logs and scans incoming checks for the Finance Department.
• SUPERVISOR CONTROLS:  The Administrative Assistant/Office Manager provides training, assignments, priorities, quality and quantity of work expectations. Upon completion of the training and orientation phase of the job, work will be accomplished with limited supervision. Completed tasks will be spot checked periodically for accuracy and compliance with instructions and established procedures.
• GUIDELINES:  Guidelines consisting of the Program Administration Manual, Department Manuals, US Postal regulations, Federal Communications Regulations, handbooks, order forms, and memoranda will apply.
• COMPLEXITY:  The complexity of the position may vary in degree depending upon the level of responsibility which will be reflected by the classification of the incumbent. The incumbent, regardless of the task complexity and classification, has a strong effect upon the community, patients and program in that they are a first contact position and therefore must reflect a professional and caring image. It is imperative that this first contact be successful each and every time.
• SCOPE AND EFFECT:  This position has a broad effect on the program, in that the incumbent has continuous contact each day with the community and with patients. The distribution and posting of outgoing written communications is essential to the day-to-day operation of the total program and must be accomplished in a timely manner. Reproduction of these educational materials is an integral part of the health education program, and classroom schedules must be maintained.
• PERSONAL CONTACTS:  Personal contacts are numerous and varied, they include community members, patients, physicians, dentists, nurses and other health care providers. The incumbent will be in contact with all staff occasionally. This position requires working weekends and evenings as needed. Other duties as assigned.

Education:

High school graduate or equivalent. Course work in office practice, preferred. 

Experience:

Six months verifiable work experience in an office setting with duties which include answering the telephones, taking messages, making photocopies, and handling the mail preferred.

Certification:

Must have current BLS certification that complies with the guidelines set by the American Heart Association or the American Red Cross. Certification may obtained within 90 days of employment.

Skill:

Microsoft word processing with typing speed of 30 wpm preferred.

Ability to:

Must be able to work with the Indian Community, and be sensitive to the Indian culture and its needs.

Clinic Location:  Morongo Clinic as assigned, travel when needed. 

Morongo Indian Health Clinic (11555 ½ Potrero Banning, Ca 92220)