POSITION SUMMARY

The Front Office & IT Associate is responsible for reception tasks, providing administrative support, and ensuring a welcoming and efficient office environment. This role serves as the first point of contact for visitors and clients while managing and performing daily office operations.

Reports To:

Director of Administration

Supervisory Responsibilities:

None

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Greets and directs visitors, completes any necessary screening
• Answers multi-line telephones, directs calls, takes accurate messages, and provides basic agency information
• Makes copies and scans documents as needed
• Maintains absolute patient and family confidentiality in compliance with HIPAA regulations during all verbal and digital interactions

OTHER DUTIES AND RESPONSIBILITIES

• Manages agency internal phone system including employee directory
• Manages inventory of IT devices including iPads, laptops, desktops, printers, and copiers
• Maintains and updates mobile device management system
• Manages and updates telephone system portal
• Monitors and appropriately routes inquiries sent to the info@hospicare.org email account as assigned
• Processes donations, including gift entry, bank deposits, reconciliation of gift accounting, and maintains accurate constituent data as assigned
• Process incoming and outgoing mail as assigned
• Keeps main entrance, front office, Family Room, and Great Room areas neat, organized, and free of hazards
• Performs other related job duties as assigned by management

KNOWLEDGE AND SKILLS

(required):

• Minimum of three years' experience in a customer service-oriented role
• Excellent verbal and written communication skills with a focus on compassionate professionalism
• Strong expertise in Microsoft Office 365, including Word, Excel, Outlook, and Teams
• Efficient management of calendars, scheduling, email correspondence, and daily office equipment operation
• Minimum typing speed of 40-50 WPM with 90-95% accuracy
• Strong work ethic with a commitment to consistent, dependable performance, and attendance
• High attention to detail and accuracy
• Ability to foster an inclusive, welcoming, and supportive environment for diverse staff, patients, and families
• Experience in device management and security across Apple, Android, and Windows platforms including managing device activations, eSIM provisioning, and iPhone management via Verizon portal
• Troubleshooting connectivity, app installation, and hardware or software glitches
• Comfort in assisting end-users with setup, guiding company policy compliance, and collaborating with IT/communications vendors

FISCAL RESPONSIBILITY

• None

PUBLIC CONTACT

• Frequent interaction with the public both in person and via telephone

PHYSICAL DEMANDS

• Lifting 40 pounds independently, such as mail shipments and copier paper

WORKING CONDITIONS AND ENVIRONMENT

• Primarily based out of the Ithaca office, with the ability to travel to and work from Hospicare's Cortland office as operationally required This job description is not intended to be all-inclusive, and employees will perform other related job duties as assigned by their immediate supervisor or other management staff as required.

In addition to the requirements of this job description, Hospicare expects employees to be committed to service to others, and strive to keep our agency's mission, goals, and values as the driving force of the day-to-day work. Hospicare and Palliative Care Services reserves the right to revise and change the job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.

Pay:

From $23.74 per hour Expected hours: 35.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person