The primary purpose of your job position is to direct visitors and phone calls, perform clerical support and Accounts Payable tasks in an efficient manner in accordance with established policies and procedures and as directed by your supervisor. You will also be responsible for scheduling and overseeing job performance of part time evening and weekend receptionists.

Administrative Functions

·Receive and follow reception schedule/instructions from your supervisor pursuant to established policies and procedures. Create schedule for part time receptionists.

·Operate multiline 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.

·Maintain a current file/listing of residents by name and room number, emergency phone numbers of on-call personnel, department extensions, key personnel, etc.

·Give directions/information to visitors, guests, residents, sales representatives, etc.

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

·Assist with administrative duties as directed. 

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

·Greet visitors. Direct to appropriate office and/or resident room.

·Receive, sort, and distribute mail as directed.

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

·Monitor presence and location of sale representatives in the facility.

·Present a positive image of the facility to all customers, such as job applicants, families, and the community.

·Process Invoices for Accounts Payable in a timely manner which includes assigning invoice to proper GL Account.

·Work with vendors on any past due invoices to find resolutions for payment.

Safety and Sanitation Functions

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

·Assure resident safety.

·Report equipment malfunctions or breakdowns to your supervisor as soon as possible.

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

Resident Rights Functions

·Maintain CONFIDENTIALITY of all pertinent resident care information to assure resident rights are protected. Follow HIPAA laws

 WORKING CONDITIONS

·Works in office area as well as throughout the facility and its premises.

·Sits, stands, bends, lifts and moves intermittently during working hours.

·Is subject to frequent interruptions.

·Works beyond normal working hours, week-ends and holidays, and on other shifts as necessary due to call ins or open positions.

·Attend and participate in continuing educational programs.

·Is subject to pressure from multiple/emergency calls.

·Communicates with nursing and other department personnel.

EDUCATION

·Must possess, as a minimum, a high school diploma.

EXPERIENCE

·Must have at least six (6) months of experience in a receptionist or secretarial position, and at least 6 months of Accounts Payable experience.

PERSONAL, INTERPERSONAL AND COMMUNICATIONAL REQUIREMENTS

·Must be able to read, write and speak the English language in an understandable manner.

·Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations.

·Must possess the ability to deal tactfully with personnel, residents, family members, visitors, and the general public.

·Must be a minimum of 18 years if age of age and of good moral character.

·Must possess a cheerful personality and be able to work harmoniously with other personnel.

·Must be able to follow written and oral instructions

·Must function independently, have flexibility, personal integrity, and the ability to work effectively with other personnel.

·Must have a pleasant speaking voice.

Disclaimer: Efforts have been made to make your job description as complete as possible. 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 a logical assignment to the position.