Receptionist

Job Title: Receptionist

Department: Office

Reports to: Administrator

SUMMARY: The incumbent will provide exceptional customer service by answering inquiries and obtaining information from the general public, residents, visitors and other interested parties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be able to work nights and weekends
• CNA License prefered
• Keeps the front desk and the front office clean and organized at all times. There should be no clutter on the desk or countertops and office supplies need to be organized in their designated areas. Be sure to call for housekeeping/maintenance if anything needs to be cleaned or fixed anywhere in the front office or the front lobby.
• Orders office supplies every week to ensure proper par levels.
• Ensures there is always a backup toner for the main printer.
• If the main printer is not working properly, must call for service immediately.
• Fills the main printer with paper once upon arrival and once after lunch break.
• Ensures there is adequate amount of computer paper available, as we should never run out of computer paper.
• Ensures the shred boxes are emptied when they get full.
• Answer the phone immediately.
• Operates telephone switchboard to answer, screen and forward calls, providing information and taking messages. Ensures the messages taken down are given to the person they were intended for.
• Performs general administrative tasks such as word processing, data entry and making phone calls for department heads upon request.
• May have to accept phone calls intended for LTC as needed.
• Performs general administrative tasks such as word processing and data entry within operating, and reporting systems.
• Greets all visitors entering the facility and will direct or escort them to their destination.
• Assists residents, family members, employees and other visitors as needed.
• Maintains security by following procedures and controlling access (i.e. monitor logbook and ask questions about who they are coming to see/check PCC to make sure patient is in the building)
• Maintain the general filing system and file all correspondences appropriately.
• Receive and sort daily mail/delivery/couriers/equipment & makes sure that it goes to the appropriate department/person immediately when it is delivered. There should not be mail, packages, patient deliveries, supplies or equipment sitting at the front desk. Immediately find out where it needs to go and call the appropriate departments to pick up their items. Write down the time and who you contacted to pick up items on a sticky note and put it on the item for future reference. If the contacted party has not come to pick up their delivery within an appropriate time frame, call them again. You should not be leaving for the day with deliveries still sitting at the front desk. Everything must be distributed appropriately.
• Reports any issues or concerns with residents to the Administrator.
• Other duties as assigned.

QUALIFICATIONS

• Must possess, as a minimum, a high-school diploma or its equivalent
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to multi-task, prioritize and work under pressure.
• Professional appearance and demeanor
• Ability to be resourceful, tactful, and proactive in dealing with any issues that may arise.

PHYSICAL DEMANDS: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write the English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
• Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum of 50 feet.

May be necessary to assist in the evacuation of residents during emergency situations