Receptionist-Administration-Per Diem ALL SHIFTS

Receptionist-Administration-Per Diem ALL SHIFTS

I.  BASIC PURPOSE OF POSITION:

To greet and route guests, residents, family members, service providers, vendors, and answer and route phone calls while watching community cameras. Serve as a liaison between maintenance and associate and residents in responding to building or equipment work orders. Manage initial marketing inquiries.

II. CUSTOMERS/CLIENTS SERVED BY POSITION:

Residents, family members, potential residents, guests, vendors, the community, visitors, and SV associates.

III. EDUCATIONAL REQUIREMENTS: 

High School diploma.

IV. EXPERIENCE REQUIREMENTS:

Two (2) years reception for front desk office duties at hotel, retirement community or condominium building with experience handling multi-line phone system.

V. SKILLS, LICENSE, CERTIFICATION AND/OR SPECIAL TRAINING REQUIREMENTS:

Excellent telephone oral and written skills, ability to use busy phone system, type 50 wpm, computer skills to include word processing and data entry, and people skills. Able to respond to ER Fire Panels and computer monitors requiring action timely. Able to read, write, speak, and understand English language. Computer literate in multiple software. Able to pass annual physical and TB questionnaire/exam. Must have a current fingerprint clearance according to license requirements.

VI. ESSENTIAL JOB DUTIES THAT MUST BE SAFELY PERFORMED WITH OR WITHOUTREASONABLE ACCOMMODATION WITHOUT POSING A DIRECT THREAT TO OTHER EMPLOYEES, RESIDENTS OR SELF:

WORK PERFORMANCE – job knowledge, quality, productivity, planning, creativity, initiative

ADMINISTRATION RECEPTIONIST JOB DUTIES:

1. Overseeing rapid testing for symptomatic associates.

2. Ensure all visitors wear proper PPE, as necessary.

3. Responds to the community at large as they enter the lobby.

4. Monitor cameras at locked entrances and respond properly to those asking to enter.

5. Assures that those entering sign-in properly via Accushield System.

6. Appropriately uses overhead paging system and radio system in the facility.

7. Respond appropriately to emergency calls and alarms.

8. Reports necessary repairs to the Maintenance department.

9. Reports necessary cleaning requirements to Housekeeping department.

10. Maintains petty cash box and documents on petty cash sheet, working closely with Accounting Assistant.

11. Maintains supply of postage stamps, for purchase by residents/associates and replenishes supply when necessary, working closely with Accounting Assistant.

12. Processes cash receipts

13. Maintains resident telephone and apartment list following admission/discharge emails.

14. Maintains resident list following Hospice admission/discharge emails.

15. Maintains department manager/supervisor extension listing and distributes accordingly.

16. Updates emergency telephone list.

17. Answer, properly screen, and route phone calls to residents, associates, quickly and efficiently, or route to voice mail if necessary. Takes messages for residents and associates when appropriate.

18. Typing and clerical work includes data entry.

19. Record receipt of packages and medications.

20. Facilitates the making of copies and faxing of documents for residents.

21. Calls for assistance to mail packages for residents; charges residents accordingly using cash, receipt book, and/or checks.

22. Maintain confidentiality regarding residents and associates of facility.

23. Contact associate as needed to respond to resident, family member, guest, or associate needs.

24. Communicates information clearly, in a pleasant, friendly, helpful manner.

25. Train new receptionists and appropriate associates for the front desk system.

26. Sort and distribute mail (same day) to residents and associates.

27. Keep the calendar current for reserving the use of the Administration conference room and TV Lounge.

28. Notify drivers when residents are ready to return from medical appointments.

29. Assist residents with making outside calls.

30. Radio Assisted Living, Katzin, and Goldberg Resident Court associate to alert them to incoming calls.

31. Distribute associates' paychecks

32. Ensure the front desk is always attended.

33. Additional tasks as directed by supervisor.

HUMAN RESOURCES

1. Provides applicants with information related to completing the online applications.

   1.  Explains completing the application online.

   2. Informs HR when the instructions page needs replenishing.

   3. Informs HR when challenges occur as explained by the applicant.

   4. Ensures laptop is sufficently charged. 

   5. Adheres to Application process and policy.

   6. Route all employment work references to HR including police, subpoenas, or visitors inquiring about SV associate.

   7. Distributes HR Mail.

FACTORS AFFECTING WORK PERFORMANCE - attendance, dependability, achievement, interpersonal skills:

1. Regular, punctual attendance. Flexibility in schedule as it may include some weekends, evenings, and holidays.

2. Additional duties as assigned by supervisor.

3. Attend department meetings as often as possible.

4. Timely completion of work assignments.

5. Be a collaborator and able to get along well with co-workers and other departments.

MISSION, VISION, POLICY, AND REGULATIONS - SV Philosophy, Judgment & Adherence to policy

1. Familiarize self with Seacrest Village mission/vision, rules, policies, and procedures and same with the Jewish Tradition as observed by our residents, family, and guests.

2. Observes safety regulations; to include but not limited to wearing appropriate safety equipment, reporting work related injuries, using proper body mechanics, responding to fire/disaster alarms, and wearing security access name badge.

3. Payroll/HR-uses current system to follow timekeeping policy utilizing timeclock to record all hours worked to include mandatory meal period of thirty minutes by the fifth hour of work and OT is authorized by supervisor.

4. Wear appropriate clothing per facility and uniform policy.

5. As a matter of SV policy and federal and state law; attends HIPAA training, follows HIPAA confidentiality and privacy policy, applies “minimum necessary,” “needs to know” guidelines on all PHI information and reports   non-compliance violations to Privacy Officer.

6. As a mandated reporter per DOJ requirements; attends Mandated Reporter Abuse training meetings, will  report all abuse incidents; physical, emotional, financial, sexual, verbal, completing the 1) SOC 341 form, mailing or faxing, 2) calling the ombudsmen and/or department of health services; for Assisted Living and Independent Living, call ombudsmen, and APS (adult protective services), and 3) informing supervisor so resident can be protected.

7. Follow the corporate compliance standard and employee code of conduct, of performing work with an ethical behavior and utilizing proper business conduct and professional practice, which complies with applicable laws, rules, and regulations; as serving the residents, preserving the organizational reputation, maintaining resident/employee trust, community respect. Reports non-compliance or concerns to Corporate Compliance Officer.

VIII.  NON-ESSENTIAL JOB SKILLS:

1. Able to run postage meter for mailings.

2. Keep the copy room orderly and clean.

IX.  EQUIPMENT REQUIRED IN THE PERFORMANCE OF ESSENTIAL JOB DUTIES:

1. Multi-line phone system

2.  Copy machine

3. Pagers and their systems

4. Radios

5.  Computer/word processing-sending/responding to emails-HR and Payroll system

6. Main Key box

7. Logbook

8. Fax

X. PHYSICAL REQUIREMENT

While performing the duties of this job, the employee is frequently required to sit; use hands to file, type. Occasionally the employee will be required to stand and stoop, kneel, crouch or crawl. Associates must be able to lift and move up to 25lbs unassisted. Requires close viewing of computer screen. Good verbal communication and excellent vision and hearing required. Able to sit for extended periods at a time. Good hearing ability. Able to lift or more unassisted up to 25lbs.
 

Qualifications

Salary : $19 - $21