Job description
Overview:
The Receptionist will provide receptionist services and front office support to the USA Institute of Surgical Research (ISR) program staff Responsibilities:
CHENEGA HEALTHCARE SERVICES, LLC
San Antonio, TX
The Receptionist will provide receptionist services and front office support to the USA Institute of Surgical Research (ISR) program staff
- Ensures that all visitors, guests and vendors sign in and out and notify appropriate department or point of contact that visitor/guest has arrived in the log book and on DA Form 1594
- Receives telephone calls and routes/delivers to appropriate office or staff member. Contractor shall not disclose telephone numbers or personal/sensitive information to outside callers. Takes detailed messages to include caller’s contact information, retrieves voicemail messages from the front desk telephone
- Collects a U.S. government issued picture ID, from visitors, guests and vendors, such as a driver’s license and provide visitors badge for use while inside the facility.
- Uses (when appropriate) current on-call listings, alert rosters, and directories on designated offices and agencies.
- Ensures accountability of USAISR Staff Duty Badge, visitor badges, keys, cell phone, radio and pager. Carries pager, phone, radio, and keys when away from the front desk when it is not normal work days/hours.
- Logs all requests to open doors, to include name, office location, reason, and time secured on DA Form 1594 and clipboard log sheet
- Conducts building walk through twice per shift. Checks every door on each floor twice each shift. Any office door found unsecured will be annotated in the Staff Duty log by door frame only. All offices found opened will be checked for unsecured laptops and other sensitive items (i.e. CAC cards). The door will be secured and items held at the USAISR information desk. Signs log sheet on each specified door (as per Memorandum 03-SEC), during both walk through. Findings shall be annotated on the DA Form 1594. Reports unsafe conditions/acts that could cause bodily harm or structural damages and record on DA Form 1594.
- Locks all exterior lab doors in BHT-II and loading dock doors in BHT-1 at 1900 and unlocks at 0500 daily. Interior lab doors will remain unlocked. Command Suite doors (Army in BHT-I, Air Force in BHT-II) will be locked at 1900 and unlocked at 0500 Monday-Friday only
- Maintains government vehicle dispatch with keys and government credit card during after-hours, weekends, holidays, and annotates on DA Form 1594 when dispatch is picked up and by whom.
- Calls BAMC/San Antonio Military Medical Center (SAMMC) at (210) 916-2733 for possible admissions of USAISR Soldiers at 0600 daily and annotates on DA Form 1594
- Receives instructions for emergencies/accidents and provide dispatching and monitoring of trauma pager calls. Also receives Code Red (fire) hazardous material spill calls. Requests specific information from the caller and passes it on to the appropriate authority. Coordinates with the Safety Officer, Facilities, and Security in emergency situations.
- Monitors the Amega System for temperature checks of freezers/refrigerators. If the temperature is out of range, physically checks the refrigerator. If the temperature does not return to normal range, report issue to the on call technician for assistance
- Contacts Government Contractor responsible for any facility/housekeeping emergencies. (i.e. leaks, missing security light bulbs, pipe bursts, etc.) Additionally, follow instructions provided to make proper notification of facility emergencies.
- Signs Soldiers in and out of leave. In the case of newly reporting individuals, collects a copy of their orders and leave form
- In the event of a serious incident occurring, follows instructions provided in the Staff Duty binder to make proper notifications. Do not remove the Staff Duty binder from the front desk for any reason.
- Maintains cleanliness of front desk at all times. Authorized food/drink only if placed in a discreet location. The food/drink should not be placed in highly visible places.
- Authorized to use computers and monitors located at the front desk only. Contractors shall not connect external drives such as thumb drives or insert compact disks or download anything onto the computer. Computer settings shall remain the same and not altered. Equipment/supplies shall not be removed from the front desk area. Do not touch, alter, adjust or use any equipment/electronics/supplies in any offices/rooms.
- Other duties as assigned
- High School Diploma or a minimum of two (2) years experience in administration, customer service in professional services or uniformed service.
Knowledge, Skills and Abilities
- Exceptional written and oral communication skills with a full mastery of the English language including proper grammar and spelling.
- DOD and/or U.S. Air Force experience preferred
- Adept with Telephone Skills, Verbal Communications, Microsoft Office Skills, Listening, Professionalism, Customer Focus, Organization, Informing Others, Handling Pressure, Task Management.
- Working knowledge of a variety of computer software applications such as Microsoft Word, Excel, Access, PowerPoint, SharePoint and Outlook.
- Basic knowledge of military protocol procedures
- Ability to handle multiple assignments concurrently, balancing priorities to meet deadlines.
- Ability to obtain a Public Trust clearance.
- Ability to work independently and as a team.
- Must be highly professional and flexible to meet with customers, contractors and vendors.
- Must be able to handle multiple requests from various teams and tasks.
- Ability to maintain high levels of confidentiality when dealing with proprietary information and sensitive situations.
- Must be able to present professionally to senior leadership and outside clients.
- SharePoint, Deltek, and Smartsheet knowledge a plus.
Physical Demands (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
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