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Administrative Receptionist
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Caring Hearts Hospice
Milwaukie, OR (In Person)
$45,760 Salary, Full-Time
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Job Description
At Caring Hearts Hospice , we are dedicated to providing compassionate end-of-life care to patients and their families throughout Multnomah, Clackamas, Washington, Marion, and Yamhill counties. Our team is committed to treating every patient and family with dignity, respect, and compassion while fostering a supportive and collaborative work environment for our employees. We are looking for an organized, dependable, and friendly Administrative Receptionist to become an integral part of our administrative team. Position Summary The Administrative Receptionist serves as the first point of contact for patients, families, referral sources, visitors, and staff. This position is responsible for creating a welcoming and professional office environment while providing essential administrative and clerical support that ensures the efficient day-to-day operation of the agency. The ideal candidate is compassionate, detail-oriented, able to multitask, and committed to maintaining the highest standards of professionalism and confidentiality. Essential Duties & Responsibilities Greet patients, families, visitors, vendors, and staff in a professional and welcoming manner. Answer and direct multi-line telephone calls, screen inquiries, and relay messages promptly and accurately. Provide general information and direct visitors and callers to the appropriate staff member. Receive and process referrals and intake information. Prepare memos, correspondence, reports, forms, and other office documents. Organize, maintain, scan, and file patient, personnel, and agency records while ensuring confidentiality. Open, sort, distribute, and prepare incoming and outgoing mail. Perform photocopying, scanning, faxing, and other clerical duties as needed. Order, inventory, and organize office supplies to maintain daily operational needs. Assist with basic accounting functions, including ledger entries and account processing. Assist with employee onboarding documentation and maintain personnel files. Audit personnel files to ensure required documentation is complete and current. Maintain records of employee mandatory training and file certificates appropriately. Assist with newsletters, marketing materials, social media content, and community outreach initiatives. Maintain strict professional ethics, confidentiality, and HIPAA compliance regarding patient and employee information. Support office projects and perform additional administrative duties as assigned. This position does not include patient or staff scheduling responsibilities. Qualifications High school diploma or equivalent required. Previous receptionist or administrative office experience preferred. Healthcare or hospice experience is a plus but is not required. Proficient typing, data entry, and general clerical skills. Experience with Microsoft Office (Word, Outlook, Excel) and standard office software. Strong verbal and written communication skills. Excellent organizational skills with exceptional attention to detail. Ability to prioritize multiple tasks and work efficiently in a fast-paced environment. Professional, compassionate, and customer-service-oriented demeanor. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information. Work Conditions Primarily a desk-based position requiring sitting, standing, walking, and frequent telephone communication. Occasional lifting of office supplies, files, and records up to 25 pounds. Ability to meet deadlines and effectively prioritize daily responsibilities. Regular access to confidential patient and personnel records requiring strict adherence to HIPAA and company privacy policies. Must be able to operate a computer, multi-line telephone system, copier, scanner, and other standard office equipment. Why Join Caring Hearts Hospice? At Caring Hearts Hospice, every team member plays an important role in providing compassionate care and support to patients and families during life's most meaningful moments. We offer a positive, team-oriented work environment where collaboration, respect, and excellence are valued every day. If you are looking for an opportunity to make a difference while utilizing your administrative and customer service skills, we encourage you to apply. How to Apply Interested candidates are invited to submit their resume for consideration. We look forward to welcoming a compassionate and dedicated Administrative Receptionist to our growing team.