Administrative Assistant/Receptionist

PURPOSE OF POSITION:


The primary purpose of your job position is to perform clerical and security support in an efficient manner in accordance with established procedures and as directed by your supervisor.


Hiring for a PRN position to cover as needed: evenings 4pm-8pm, and weekends 10am-6pm.


DELEGATION OF POSITION:


As the Customer Service Associate, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.


POSITION RESPONSIBILITIES:


Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.


DUTIES AND RESPONSIBILITIES OF POSITION:

Administrative Functions:

• Receive and follow customer service associate schedule/instructions from your supervisor and as outlined in our established policies and procedures.

• Operating paging/telephone system as required.

• Answer telephone; determine nature of call, and direct caller to appropriate individual or department.

• Receive inquiries and release information in accordance with established policies and procedures.

• Greet visitors and vendors. Direct to appropriate office and or resident room.

• Give directions/information to visitors, guests, residents etc.

• Ensure that all employees, residents, visitors, and the general public follow the facility's established policies and procedures.

• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

• Provide billing manager with a daily report of activities, concerns or satisfaction report.

• Ensure guests/visitors or vendors sign out.

• Ensure guests/visitors abide by existing rules and refuse admission to persons as directed.

• Maintain a good public relations program that serves the best interest of the facility and community alike.

• Report suspicious persons/information to supervisor/security immediately.

• Assist in setting the tone and atmosphere of the facility.

• Assist with administrative duties as directed (includes typing, filing, postings etc.).

• Receive, sort, and distribute mail as directed.

• Operate copier, office machines etc., as directed.

• Operate computer and order office supplies as directed.

• Assist billing manager and/or administrator in administrative matters, i.e., typing reports, correspondence, etc.

• Other related duties and responsibilities that may become necessary or appropriate.

• Ensure the billing manager and administrator and department heads are notified promptly of any Licensing and Certification representatives entering or leaving the facility.

Staff Development:

• Attend and participate in in-service, workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.

• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

• Attend and participate in annual OSHA and CDC in-service training programs for hazard communications, TB management, and blood borne pathogens standard.

Safety and Sanitation:

• Ensure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc. Report violations to the Administrator.

• Follow all established safety procedures and precautions when operating office equipment.

• Follow established regulations governing the use of labels and MSDs for hazardous chemicals within the departments.

• Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

• Report all unsafe/hazardous conditions to your supervisor immediately.

• Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean and safe sanitary manner.

Equipment and Supply Functions:

• Ensure administrative supplies have been replenished m work areas as necessary.

• Use office supplies in an effective manner to avoid waste.

• Request repairs for office equipment as necessary.

• Ensure that work/assignment areas are neat, clean, and office equipment is covered before leaving such areas on break, end of workday, etc.

Resident Rights:

• Maintain confidentiality of all resident information.

• Knock before entering a resident's room.

• Ensure that the resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.

• Ensure that current state survey results are maintained in the Receptionist area and are available to residents and others.

Other Duties:

• Other duties as assigned.

Education Requirements:


Must possess a high school diploma, or equivalent.


Experience:


Must have, as a minimum, 6 months of clerical/secretarial experience. Ability to type and use general office equipment is required. Computer skills required. Must possess a working knowledge of the rules and regulations that govern long-term care operational standards.