Front Desk Receptionist

Genie Matthews and Associates; Bay Shore (NY); On-site; USD 22,000 - 33,000; Full time

Job summary

Genie Matthews and Associates in Bay Shore, NY is seeking a Front Desk Receptionist to maintain front desk coverage, greet visitors, and support recruitment and staff activities. The role includes assisting with HHAexchange mobile ID setup, providing basic Viventium ESS support, and handling mail, packages, and confidential files.

The ideal candidate has strong communication, organizational and multitasking skills, and is proficient with Microsoft Office.

Qualifications

• High school diploma or equivalent preferred.
• Spanish-speaking ability strongly preferred.
• Basic computer skills, including Microsoft Office and email.
• Familiarity with HHAexchange and Viventium ESS is a plus.
• Professional demeanor, punctuality, reliability and attention to detail.
• Ability to handle confidential information appropriately.
• Receptionist or customer service experience preferred.
• Strong communication, organization and multitasking skills.

Responsibilities

• Greet visitors, applicants, and employees professionally.
• Answer calls, direct to departments, and take messages.
• Monitor and respond to emails promptly.
• Assist with Spanish-speaking callers as needed.
• Maintain organized reception area and front desk coverage.
• Assist walk-in applicants and collect recruitment documents.
• Assist with HHAexchange mobile ID setup.
• Provide Viventium ESS support.
• Manage mail, scanning and package distribution.
• Close the office securely at end of day.
• Communicate with Recruitment, Staffing, HR and other departments.

Skills

Spanish-speaking

Microsoft Office

Communication

Organizational skills

Multitasking

Attention to detail

Education

High school diploma or equivalent

Tools

HHAexchange

Viventium ESS

Job description

Position Summary

The Front Desk Receptionist is responsible for maintaining front desk coverage, assisting walk-in applicants and aides, supporting recruitment and staffing activities, assisting with HHAexchange mobile ID setup, providing basic Viventium ESS support, managing mail and packages, and ensuring the office is properly secured at closing.

Key Responsibilities

1. Front Desk and Phone Coverage
   • Greet visitors, applicants, and employees professionally.
   • Answer incoming calls, direct calls to the appropriate departments, and take messages.
   • Monitor and respond to emails in a timely manner.
   • Assist with Spanish-speaking callers as needed.
   • Maintain an organized and professional reception area.
   • Ensure the front desk remains covered during business hours.
2. Walk-In Recruitment and Document Collection
   • Assist walk-in applicants and home health aides by directing them to the appropriate Recruitment team member.
   • Collect recruitment documents and ensure they are organized and forwarded to Recruitment.
   • Identify missing documents and communicate outstanding requirements to applicants.
   • Notify the appropriate team member when applicants arrive.
   • Maintain confidentiality when handling employee and applicant information.
3. HHAexchange Mobile ID Setup
   • Assist home health aides with setting up their mobile ID in HHAexchange.
   • Verify that the aide’s information is entered correctly.
   • Guide aides through the mobile ID setup process.
   • Follow up on setup issues and refer technical problems to the appropriate department.
   • Provide assistance with accessing the mobile ID as needed.
4. Staffing Support
   • Contact aides regarding open shifts, case coverage, and availability as directed by the Staffing team.
   • Communicate staffing needs and relay aides’ responses to the appropriate coordinator.
   • Document call outcomes and follow-up needs as instructed.
   • Assist with Spanish-speaking calls when needed.
   • Escalate urgent staffing gaps to the appropriate team member.
5. Viventium ESS Support
   • Follow up with employees regarding Viventium Employee Self-Service (ESS) setup.
   • Provide basic assistance with accessing ESS and completing setup steps.
   • Track employees who have not completed setup and notify the appropriate department.
   • Refer technical issues or access problems to the appropriate contact.
6. Mail, Scanning, and Document Distribution
   • Receive, sort, and distribute incoming mail.
   • Scan documents and email them to the appropriate recipients promptly.
   • Prepare outgoing mail as needed.
   • Ensure documents are routed to the correct department.
   • Handle confidential correspondence appropriately.
7. Package Management
   • Receive and account for incoming packages.
   • Notify the appropriate staff members when packages arrive.
   • Distribute packages to the intended recipients.
   • Report missing, damaged, or incorrectly delivered packages.
8. Office Closing and Security
   • Complete front desk closing responsibilities at the end of the business day.
   • Ensure mail and packages have been appropriately distributed or secured.
   • Secure confidential documents and maintain an orderly reception area.
   • Follow established procedures for securing the office, equipment, and access points.
   • Report any security concerns or unresolved issues to management.
9. General Responsibilities
   • Maintain organized records and accurate documentation related to assigned duties.
   • Communicate effectively with Recruitment, Staffing, HR, Intake, and other departments.
   • Protect confidential employee, applicant, and patient information in accordance with agency policies.
   • Perform other front desk and office support duties as assigned.

Qualifications

• High school diploma or equivalent preferred.
• Previous receptionist or customer service experience preferred.
• Spanish-speaking ability strongly preferred.
• Basic computer skills, including Microsoft Office and email.
• Familiarity with HHAexchange and Viventium ESS is a plus.
• Strong communication, organization, and multitasking skills.
• Professional demeanor, punctuality, reliability, and attention to detail.
• Ability to handle confidential information appropriately.

Performance Expectations

The Front Desk Receptionist is expected to maintain professional front desk coverage, handle calls and emails promptly, assist walk-in applicants, collect and route recruitment documents, support HHAexchange mobile ID setup, assist with Viventium ESS, provide staffing support, manage mail and packages, and complete office closing responsibilities consistently and accurately.