Receptionist/Office Assistant

JOB SUMMARY:

The primary purpose of the Receptionist/Office Assistant position is to provide excellent customer service to our external public and clerical support for the administrative needs of the facility.

JOB DUTIES & RESPONSIBILITIES:

Public Relations Functions

• Greet the public in an inviting and friendly manner.
• Offer refreshment, engage in light conversation, and fulfill visitors' requests, as necessary.
• Answer a multiple line telephone and direct callers to the appropriate person or department.
• Take accurate messages and route to the appropriate person/department.
• Escort visitors, if necessary, to resident rooms or other areas of the facility.
• Provide general information, directions, etc. about the facility and services to visitors, guests, residents, vendors, etc.
• Ensure guests/visitors abide by existing rules and refuse admission to people as directed and necessary.
• Report suspicious persons/information to supervisor immediately.
• Screen disgruntled vendor, family member and associate calls and direct them to the appropriate person.
• Assist in orientation of new associates as directed.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

Administrative Support Functions

• Receive and follow reception schedule from your supervisor.
• Receive requests from within the facility and locate people through a paging system.
• Receive inquiries and release information in accordance with facility procedures.
• Receive, sort, and distribute mail as directed.
• Operate copier, office machines i.e., fax, adding machine, calculator, etc. as directed.
• Operate computer as directed.

• Back up assist residents with handing out cash daily.
• Back up Scan deposits into Regions or RFMS
• Answer all incoming calls to the facility.
• Assist residents with signing $200 limit letters.
• Assist residents with signing Quarterly RFMS statements.
• Assist residents with Medicaid pending documents as needed or back up.

• Order supplies as directed.
• Assist department directors in administrative matters i.e., typing reports, correspondence, etc.)
• Maintain a current file/listing of residents by name and room number, emergency phone numbers, members of on-call staff, department extensions, key staff extensions, etc.
• Maintain a current listing of critical residents and/or residents who may not receive phone calls due to their condition. (May refer such calls to Nurse Supervisor/Charge Nurse.)

Meeting/Event Planning Functions

• Coordinate hotel, transportation meal arrangements as directed.
• Set up conference calls, as necessary.
• Order and coordinate set-up for lunches for meetings or special events.
• Assist with coordination of meeting agendas and guest speakers.

Staff Development Functions

• Attend and participate in in-service educational classes and on-the-job training programs as directed.
• Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and blood borne pathogens standards.

Safety and Sanitation Functions

• Follow all established safety procedures and precautions when operating office equipment.
• Report equipment malfunctions or breakdowns to your supervisor as soon as possible.
• Follow established regulations governing the use of labels and MSDSs for hazardous chemicals within the department.
• 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 illness.
• Report all unsafe/hazardous conditions to your supervisor immediately.
• Ensure that your immediate work area and the general reception area are neat, clean, and free from clutter.
• Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean, safe, and sanitary manner.

Equipment and Supply Functions

• Ensure administrative supplies have been replenished in work areas, as necessary.
• Use office supplies in an efficient manner to avoid waste.
• Request repairs for office equipment, as necessary.
• Ensure that the work area is neat, clean and office equipment is covered or secured before leaving such areas on breaks, end of day, etc.

Resident Rights Responsibilities

• Maintain confidentiality of all pertinent resident care information to ensure resident rights are protected.
• Knock before entering a resident's room.
• Ensure that residents' rights to fair and equitable treatment, self-determination, individuality, privacy, property, and civil rights, including the right to wage complaints, are followed.
• Report any residents' complaints to your supervisor immediately.

Working Conditions

• Works in office areas as well as throughout the facility.
• Work is typically fast paced.
• Moves intermittently during work hours.
• It is subject to frequent interruptions.
• Communicate with facility associates, vendors, family members, residents, home office associates, and visitors.
• It involves residents, personnel, visitors, government agencies/personnel, under all conditions and circumstances.
• It is subject to disgruntled, hostile, and emotionally upset residents, family members, personnel, vendors, and visitors.
• Communicate with the general public, medical staff, nursing personnel and other department supervisors.
• Works beyond normal working hours. Works on holidays when necessary.
• It is subject to callback during emergency conditions.
• Attends and participates in continuing educational programs.
• Is subject to exposure to infectious waste, diseases, conditions, etc. including TB and the AIDS and Hepatitis B viruses.
• It is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, plastics, synthetics, disinfectants, tobacco smoke, and other potential contaminants.
• May be subject to the handling of and exposure to hazardous chemicals.
• Maintains a liaison with the residents, their families, support departments, etc. to adequately plan for the residents' needs.

JOB REQUIREMENTS:

Education

• Must possess a high school diploma or GED equivalent.
• Advanced education in secretarial skills or degree is desired.

Experience

• Must have a minimum of six (6) months' experience as a Receptionist, Office Assistant, or similar position.
• Must be able to type a minimum of 40 wpm.
• Must be familiar with Microsoft Word.
• Should be familiar with other Microsoft applications (i.e., EXCEL, PowerPoint, Publisher, Outlook)
• Must be able to handle multiple tasks and perform well under pressure of deadlines.

Specific Requirements

• Must be able to read, write, speak, and understand the English language.
• Must display professionalism both in appearance and attitude.
• Must possess the ability to solve problems and make independent decisions when circumstances warrant such action.
• Must genuinely care for and understand the elderly and disabled.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agency personnel and the general public.
• Must possess the ability and the willingness to work harmoniously with other personnel.
• Must possess the ability to type 30 words per minute and use a 10-key calculator.
• Must possess the ability to minimize waste of supplies, misuse of equipment, etc.
• Must be able to understand and carry out written and oral instructions.
• Must have patience, tact, a positive disposition, and enthusiasm, as well as the willingness to handle difficult people.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
• Must be knowledgeable of microcomputers, data entry, output, system applications, etc.
• Must be knowledgeable in secretarial duties, use of equipment, etc. related to clerical functions.