Receptionist / Administrative Assistant

Duarte, CA, USA|

Job Overview

Employment Type

Full-time

Benefits

Dental Insurance

Employee assistance program

Health Insurance

Life insurance

Paid Time Off

Parental leave

Professional development assistance

Retirement Plan

Vision Insurance

Job Description

Santa Teresita is a reputable organization committed to its mission of standing in the presence of the Living God and, with Mary, making known to the world the love of the Sacred Heart of Jesus. Rooted in values of compassion, dedication, and spiritual service, Santa Teresita operates as a faith-based facility providing services to its community with utmost care and professionalism. The establishment prides itself on fostering an environment that reflects its spiritual mission while delivering excellent care and administrative support to its residents, staff, and visitors. As a full-time employer, Santa Teresita offers a stable work environment with a focus on personal and professional growth, aligned with its mission and core values.

We are currently seeking a dedicated and professional Administrative Receptionist and Admissions Clerk to join our team. This key role serves as the first point of contact within the facility, combining essential front desk responsibilities with vital administrative support. The role demands a high level of organization and interpersonal skills, offering an opportunity to make a significant impact on the smooth daily operations of the facility. The ideal candidate will be bilingual (preferred), customer-service oriented, and proficient in office management and clerical tasks, including the use of Microsoft Office applications such as Word, Excel, and Access. This position requires someone who can handle multiple tasks under pressure and deadlines while maintaining a positive and professional demeanor.

The Administrative Receptionist and Admissions Clerk will be responsible for projecting a professional image in all interactions — in-person, via phone, and electronic channels. Strong oral and written communication skills are critical, as is the ability to manage records with discretion and accuracy. The role also involves supporting human resources by organizing personnel files, assisting with recruitment processes, assembling onboarding packets, and maintaining compliance with recordkeeping standards. Additionally, the candidate will assist in the admissions process by guiding prospective residents and their families through paperwork, payment verification, medical information collection, and the use of the Point Click Care platform for resident data management. This position is integral to ensuring a welcoming and efficient environment that aligns with the values and mission of Santa Teresita. This full-time role promises an engaging work experience with the support for ongoing professional development and various employee benefits including health, dental, and vision insurance, paid time off, parental leave, life insurance, and retirement plans.

Job Requirements

Answer telephone, screen and forward calls to appropriate staff member, providing information and taking messages
Greet and welcome visitors, determine nature and purpose of visit, notify staff and direct or escort visitors to specific destinations
Sort and distribute incoming correspondence, including mail, faxes and e-mail
Sign for and distribute UPS/FedEx or similarly delivered packages
Maintain calendar for common conference room usage
Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with financial records, invoices, and other documents
Receive incoming payments from residents, tenants and other customers
Make appropriate receipt of funds and route through the appropriate accounts receivable process
Perform general clerical duties to include, but not limited to, drafting responses to correspondence containing routine inquiries, creating / modifying documents, copying, faxing, mailing, and light cleaning
Listen to and resolve complaints from customers and public
Direct complaints to appropriate supervisory staff if appropriate
Conduct research and compile data for support staff in assigned project-based work

Job Qualifications

High school diploma or equivalent
Bilingual skills preferred
Proficiency in Microsoft Office Word, Excel and Access
Strong communication skills both oral and written
Experience in office administration or related field
Ability to handle confidential information with discretion
Customer service experience
Ability to multitask and work under pressure

Job Duties

Project a professional image through in-person, electronic and phone interactions
Strong oral and written and communication skills
Working knowledge of Microsoft Office (Word, Excel and Access)
Knowledge and implementation of basic practices and principles of organization, planning, records management and discretion in handling such matters
Professional and customer-service oriented attitude and demeanor
Prioritize and perform multiple functions under time pressure and deadlines with accuracy while maintaining a positive disposition
Good problem solving and conflict resolution skills
Ability to operate standard office equipment including, but not limited to, computer, telephone system, fax, copier, scanner and calculator
Keyboard entry at 50 wpm minimum
Ability and willingness to work as an individual and as part of a team