Administrative Secretary/Receptionist

TEMPO Employment Services; Caribou (ME); On-site; USD 20,664 - 28,929; Full time

Job summary

TEMPO Employment Services in Caribou, ME is seeking an Administrative Secretary/Receptionist to provide front desk and clerical support within a residential healthcare setting.

The role requires a friendly, professional, and discreet approach as the first point of contact for residents, families, visitors, vendors, and staff; strong customer service and office skills are essential.

Qualifications

• High school diploma or equivalent required.
• A minimum of three years of combined education, training, or experience in administrative, secretarial, or receptionist work preferred.
• Strong customer service, communication, and interpersonal skills.
• Proficiency with computers, word processing, data entry, telephone systems, photocopiers, and other standard office equipment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a busy office environment.
• Ability to communicate professionally with residents, families, visitors, vendors, and team members.
• Ability to handle confidential and sensitive information appropriately.
• Ability to remain calm and professional when interacting with individuals who may be upset or experiencing difficult circumstances.
• Ability to stand, walk, lift light materials, and sit for extended periods while using a telephone and computer.
• Reliable attendance and availability to work Monday through Friday from 8:00 AM to 4:30 PM.

Responsibilities

• Answer and direct incoming telephone calls in a courteous and professional manner.
• Greet residents, families, visitors, vendors, and employees and direct them to the appropriate person or location.
• Take accurate messages and respond to general questions as authorized.
• Prepare letters, forms, reports, copies, and other business documents.
• Provide backup administrative support to the Business Office.
• Assist with processing invoices, resident payments, trust account payments, and donations according to established procedures.
• Maintain current resident, department, telephone, and on-call contact information.
• Sort and distribute incoming correspondence, documents, and other materials.
• Schedule conference rooms and assist with coordinating facility vehicle use, keys, and usage records.
• Receive employment applications and forward them to Human Resources.
• Order and maintain office supplies, business cards, and other administrative materials.
• Prepare and mail care conference invitations and provide reminder calls as needed.
• Assist with preparations for facility celebrations, meetings, and special events.
• Maintain office equipment and coordinate repairs or replacement supplies when needed.
• Protect the confidentiality of resident, employee, and organizational information.
• Perform additional clerical and administrative duties as assigned.

Skills

Customer service

Administrative skills

Data entry

Computer proficiency

Telephone systems

Organizational skills

Communication skills

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Word processing

Photocopiers

Job description

Location: Caribou, ME

Job Id:1465

# of Openings:1

Location: Caribou
Schedule: Full-Time, Monday–Friday, 8:00 AM–4:30 PM
Pay: $18.00 per hour
Position Type: Temp-to-Hire

Job Description

Immediate opening for an Administrative Secretary/Receptionist to provide front desk and clerical support within a respected residential healthcare setting. This position serves as the first point of contact for residents, families, visitors, vendors, and team members and requires a friendly, professional, and discreet approach.

The ideal candidate will have strong customer service and administrative skills, be comfortable using modern office technology, and be able to manage multiple responsibilities while maintaining accuracy and confidentiality.

Essential Duties and Responsibilities

• Answer and direct incoming telephone calls in a courteous and professional manner.
• Greet residents, families, visitors, vendors, and employees and direct them to the appropriate person or location.
• Take accurate messages and respond to general questions as authorized.
• Prepare letters, forms, reports, copies, and other business documents.
• Provide backup administrative support to the Business Office.
• Assist with processing invoices, resident payments, trust account payments, and donations according to established procedures.
• Maintain current resident, department, telephone, and on-call contact information.
• Sort and distribute incoming correspondence, documents, and other materials.
• Schedule conference rooms and assist with coordinating facility vehicle use, keys, and usage records.
• Receive employment applications and forward them to Human Resources.
• Order and maintain office supplies, business cards, and other administrative materials.
• Prepare and mail care conference invitations and provide reminder calls as needed.
• Assist with preparations for facility celebrations, meetings, and special events.
• Maintain office equipment and coordinate repairs or replacement supplies when needed.
• Protect the confidentiality of resident, employee, and organizational information.
• Perform additional clerical and administrative duties as assigned.

Job Requirements

• High school diploma or equivalent required.
• A minimum of three years of combined education, training, or experience in administrative, secretarial, or receptionist work preferred.
• Strong customer service, communication, and interpersonal skills.
• Proficiency with computers, word processing, data entry, telephone systems, photocopiers, and other standard office equipment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a busy office environment.
• Ability to communicate professionally with residents, families, visitors, vendors, and team members.
• Ability to handle confidential and sensitive information appropriately.
• Ability to remain calm and professional when interacting with individuals who may be upset or experiencing difficult circumstances.
• Ability to stand, walk, lift light materials, and sit for extended periods while using a telephone and computer.
• Reliable attendance and availability to work Monday through Friday from 8:00 AM to 4:30 PM.