Job Description
SUMMARY OF DUTIES
An employee in this position is responsible for the operations of the front desk, communicating information to residents & staff, answering the phones, greeting residents, families, visitors and the general public in a Home for Aged (HFA) Assisted Living and Memory Care environment. An employee in this position works under the supervision of the Director of Activities & Resident Services. ESSENTIAL JOB FUNCTIONS/RESPONSIBILITES
Greet and welcome all residents, families, visitors, staff and general public in a friendly, courteous and professional manner; promptly answer and/or transfer all telephone calls and take complete, accurate messages; distribute incoming faxes. Assist residents, business associates and visitors with requests and questions; provide information and marketing materials about the community to interested persons; develop and maintain an open relationship with residents of the community through regular interaction, encouragement and support. Communicate information to staff and leadership team regarding resident and/or community changes, updates, notices; maintain resident information bulletin board; assist leadership team members as requested. Maintain and reconcile petty cash and monitor outgoing monies from petty cash; monitor use of company credit card including collection of credit card receipts; distribute & log accounts payable invoices for payment processing. Collection of resident payments and preparation of bank deposits, including contacting responsible parties regarding missing payments; preparation of resident additional charges spreadsheet from submitted receipts and department worksheets Sort and distribute in-coming mail; prepare and process out-going mail, including certified mailings, express packages, bulk mailings, emails, etc.; assist with mailing of marketing information, resident exit surveys and coordinate community wide emails/mailings as needed; preparation of letters, memorandums, and other projects as requested. Maintain community's van schedule and appointments as they occur, including communication with Transportation Assistant; communicate any scheduling concerns and/or problems with the Director of Activities & Resident Services Maintain an organized, clean front office and lobby areas; maintain and monitor use of building security badges; maintain community master key box and log of all community & resident keys. Track employee training and monthly meeting staff attendance, including compilation of employee stargrams and preparation of meeting minutes. Conduct new employee pre-employment screening and criminal background checks, including scheduling of drug screens, TB testing and pre-employment physical; compilation of new employee medical, background and personnel files. Inventory and purchasing of office supplies, marketing materials and promotional products, printed forms and packets; prepare Welcome Baskets for new residents. File correspondence, paid accounts payable invoices and other documents as organized in existing filing systems. Monitor vendor liability policies and obtain current proof of insurance when expired. Familiarity with operations of office equipment, including resident computer; contact vendors for needed equipment repairs and report to Director of Activities & Resident Services. Become familiar with location of community's Disaster Manual, Safety Data Sheets (SDS) and the reporting system specified in the Right to Know policy. Excellent attendance, timeliness in reporting to work, and discussion of all absences, injuries and illnesses with the Director of Human Resources. Complete logging of all resident additional charges, and all resident invoicing in SAP. Send all Long Term Care policy forms to insurance providers by monthly deadline. Train other Reception employees on their responsibilities at the desk. Attend minimum of 10 in-service training programs per 12-month period. Perform all other related duties as assigned. JOB REQUIREMENTS - KNOWLEDGE, SKILLS, ABILITIES
Knowledge and/or experience with the internet and software applications, i.e. Microsoft Outlook, Microsoft Works-Word, Excel, Publisher, Power Point, etc. Ability to use a multi-line telephone system to page, answer, and transfer telephone calls; familiar with office equipment operations - computer, copier, fax, printers, postage meter, etc. Proficient verbal and written communications skills and knowledge to communicate effectively with residents, visitors, and staff; knowledge of proper formatting, grammar and spelling for composing and editing correspondence and documents; familiarity with filing systems and databases; ability to perform basic mathematical calculations accurately and with reasonable speed. Good organizational, multitasking and prioritizing skills including ability to meet deadlines, solve problems, act independently and carry out oral and written instructions; ability to react quickly and decisively in the event of an emergency. Present an open, positive and professional image by displaying general warmth and kindness in a friendly, courteous and respectful manner; compassion and affinity for seniors regarding their well-being including the ability to maintain appropriate conduct and attitude; demonstrate an appreciation of the heritage and an understanding of residents' rights, the aging process and diseases of the elderly. Display honesty, integrity, dependability and ability to work as a team member, possess good interpersonal skills and maintain a positive attitude toward employment; able to communicate effectively and appropriately and maintain confidentiality of employee and resident information in compliance with HIPPA regulations. Reliable transportation to work with flexibility to work on any day of the week, any shift. Ability to identify own personal strengths and weaknesses and discuss with supervision. Satisfactory references, background check, drug screen, pre-employment physical and current PPD (or chest x-ray) for tuberculosis. EDUCATION/EXPERIENCE
Associates Degree in Business Administration, or related field; satisfactory completion of business or secretarial curriculum. Previous related office experience preferred Job Type:
Full-time Pay:
From $15.00 per hour Benefits:
401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance Work Location:
In person
