What are the responsibilities and job description for the Topeka - Receptionist, Part-Time 4:30p-8p and every other weekend position at McCrite Plaza?
Reports to: Lead Concierge.
Position Status: Full-time.
Hours: 2-3 days a week 4:30pm - 8:00pm, and every other weekend 8:30am-5:00pm
Job Summary: Administrative Assistant primary function is to support inquiries and provide information to the public, customers, visitors, and other interested parties. In addition, perform administrative support tasks.
Essential Functions / Duties:
- Screen and direct incoming calls and direct them to the appropriate department or staff member; answer inquiries according to facility release of information policies and procedures.
- Screen all individuals entering the facility and direct them to the proper location, resident, or staff member; enforce visitation policies and procedures.
- Prepare orientation packets and create name tags for new employees.
- Inform Human Resources within the same day when a paper application has been received and send the information through interoffice mail.
- Assist Human Resources with coordinating Spot Awards for the Health Center and provide backup support on emergency purposes only when approved by HR/Administrator.
- Providing employee correspondence and COVID testing rosters and update spreadsheets with results.
- Order office supplies for the facility and ensure maintenance of the Welcome Center copy machine.
- Sort and distribute incoming mail.
- Responsible for reviewing the communication log and making copies of documents as requested.
- Make copies and send faxes as requested by staff members; make copies of the dietary menus.
- COVID screening of visitors and sanitation afterwards.
- Track screening sheets for staff and visitors.
- Assist with Symptom tracker calls/texts and follow up with employees who have not reported.
- Track and coordinate facility and resident deliveries for the Welcome Center.
- Maintain cleanliness of the Welcome Center.
- Maintain resident vital check information for survey.
- Meter and mail out packages, letters, and other items as requested.
- Operate computers programmed with software needed to record, store, and analyze resident information; operate copy/fax/printer machines to send documents and produce documents.
- Prep uniforms for nurses; handle daily nurses staffing sheets.
- Maintain the petty cash box, following established procedures; Reconcile petty cash daily.
- Coordinate HC meal tickets, prepare the meal ticket and post receipt of the money in the petty cash log or log for payroll deduction.
- Accept checks and prepare receipts for checks; access information on computer system to record checks received in the check log.
- Perform other related duties as directed by the Administrator.
Please refer to the Physical and Other Requirements section for abilities that are essential as they relate to the ability to do duties listed above.
Education and Experiences: Prior experience in a similar working environment is preferred, but not a requirement of the position.
Abilities: The successful candidate will have a poised, professional demeanor, and a positive attitude. They will be resourceful and could take the initiative in a changing workplace and adapt to varying requirements and needs. Specific abilities include:
- Ability to understand, observe, and enforce infection control procedures related to facility services.
- Ability to observe all facility safety policies and procedures.
- Ability to understand and recognize potential physical, chemical, and electrical hazards and take immediate corrective action as appropriate.
- Ability to understand and enforce the Exposure Control Plan as this position risks occupational exposure to blood borne pathogens and other infectious material as an essential function of the job.
- Ability to safeguard the privacy of Residents’ health information.
- Ability to speak and read English and follow oral and written directions.
- Ability to establish and maintain effective working relationships with the public, residents, and staff.
- Ability to use computers; the ability to use the designated facility computer system (or systems) at a proficient level.
- Ability to perform other related duties as directed by administration.
- Must attend staff meetings, in-service classes, and committee meetings as assigned or required.
Physical and Other Requirements: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
It requires the following abilities as essential to for the position:
- Ability to stand, stoop, crouch, kneel, balance, finger, grasp, push, pull, reach, or walk.
- Ability to lift objects from a lower to higher position or moving objects along a horizontal level but from position to position. This includes lifting and carrying weights up to twenty-five pounds.
- Ability to exert force upon an object in order to draw, drag or tug objects toward the source of the force in a sustained motion.
