Part Time Receptionist

Job Title

The primary purpose of this position is to greet and assist visitors, residents, callers and provide exemplary customer service at all times. As directed by your supervisor, perform administrative and business office support functions efficiently and in accordance with established procedures.

Essential Job Functions

• Greet visitors, residents, and vendors in a courteous and professional manner. Identify visitors and direct to appropriate location. Process and record visitor information as defined by the facility.
• Answer incoming telephone calls; determine nature of call, and direct caller to appropriate individual or department. Operate paging, telephone system as required.
• Respond to requests from within the community; identify and locate appropriate personnel.
• Maintain an accurate master file/list of staff, emergency phone numbers, key personnel, etc.
• Maintain and update the resident roster. Adhere to HIPAA privacy law and regulations.
• Assists with the processing and organization of admissions paperwork.
• Exercise discretion in releasing information so that confidentiality and privacy are maintained. Information must be stored in a safe and secure manner at all times.
• Identify security concerns and notify supervisor or proper authorities.
• Effectively communicate facility policies and procedures to visitors, staff and vendors.
• Perform various duties such as word processing, copying, filing, sorting mail, order repairs through Maintenance Connection.
• Complete deposit slips and accounting for cash received.
• Provide support for other business functions that may include marketing, information and tours.
• Maintain a work environment that is clean and presents a professional image.
• As appropriate, document and resolve concerns from residents and/or family members or relay to the appropriate staff.
• Respond to resident and family member inquiries and resolve issue or direct inquiry to Business Office Manager or Executive Director as appropriate.
• Conduct small monetary transactions for stamps, meals, fax, copies, etc.
• Works with the Director of Resident Care Service to ensure new residents are oriented to the facility.
• Perform other essential duties as assigned.

Knowledge and Critical Skills

• Be able to make independent decisions and follow instructions.
• Deal tactfully with personnel, prospects, residents, family members, visitors, government agencies/personnel, and the public.
• Capable of working with ill, disabled, elderly, and emotionally upset people within the facility.
• Communicate effectively in a manner that is sufficient for supervisors, team members, prospects, residents, and families.
• Knowledge/proficiency of Microsoft Office Suite.
• Demonstrate effective oral and written communication skills.
• Possess leadership ability and willingness to work harmoniously with and supervise other personnel and departments.
• Knowledge of state rules, regulations, and laws applicable to residential care facilities.
• Receive criminal clearance and other required screening prior to employment with the facility.
• Obtain required health screening and TB clearance (see also physical requirements below).
• Provide documentation proving at least 18 years of age.
• Hold First Aid training certification.

Education and Experience

• Must meet all applicable state and federal requirements for this position.
• A high school diploma or GED.
• Prefer one year experience in a clerical position or successfully completed a secretarial science program from an accredited school/college.
• Experience with MS Word/Excel, e-mail and other computer skills.

Supervisory Responsibility

This position does not have any direct reports or supervisory requirements.

Working Conditions and Physical Demands

Tasks assigned to this position may involve potential and/or direct exposure to blood, body fluids, infectious diseases, air contaminants, and hazardous chemicals.

Physical Requirements

The Physical activities of this position involve:

• Prolonged periods of sitting at a desk and working on a computer & telephone
• Must be able to lift 15 pounds at times
• Alternating between standing and sitting

Cognitive Requirements

The Cognitive activities with or without prosthetics of this position are:

• Executes tasks independently
• Ability to express yourself clearly and effectively
• General computer literacy

Environmental Requirements

An individual in this position may be exposed to:

• Ambient room temperatures, lighting and traditional office equipment as found in a typical office environment

Other Requirements

• n/a

Platinum Service

Platinum Service® is characterized by a high level of responsiveness delivered in a competent, timely and caring way. Employees commit to providing courteous, responsive, and quality service to our residents by following the principles of our Platinum Service® program.

Conclusion

All employees are expected to follow all policies and procedures. These policies and procedures can be found in the employee handbook, department policy and procedure manuals and with your supervisor. This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time.

Acknowledgement

I understand this job description and its requirements, and that I am expected to complete all job-related duties as assigned. I understand the essential functions may be altered from time to time.

By signing below, I acknowledge I am able to perform the essential functions of this job with or without a reasonable accommodation. If I require a reasonable accommodation, I will inform the recruiter/hiring manager, my manager, or Human Resources and agree to participate in the interactive process to discuss possible accommodations.