Receptionist

General Purpose :

This individual works under the direct supervision of the Assistant Administrator. He/she is responsible for maintaining a quiet and organized office area. He/she screens visitors and telephone calls to the Administrator and Assistant Administrator. This individual is the first impression of the facility and should present good customer relation skills in dealing with the public, with residents and employees.

Qualifications:

• Must be at least 18 years of age.
• Must be honest, loyal, trustworthy and confidential.
• Must have a willingness to learn.
• Must be a high school graduate.
• Must have prior experience with switchboard duties.
• Must speak and understand English
• Must have a good working knowledge of general office practices.
• Must display a professional, congenial, patient, tactful, enthusiastic and positive attitude.
• Must be proficient in operation fax machines, copiers, multi-line telephone system, personal computers and 10-key calculators.
• Must be a team player.

Essential Job Functions :

With thorough knowledge of the work involved and with occasional supervision, employees should be able to perform the following:

• Greet and direct visitors and guests
• Answer, screen and transfer incoming phone calls.
• Receipts all incoming cash, prepares deposits including balancing.
• Posts all Cash Receipts into AMHT for A/R and Resident Trust.
• Controls Vendor and Visitor Badges.
• Accepts employment applications, makes copies of Driver’s License and Social Security cards and then places the application (complete with copies) into the Human Resource Department.
• Orders office supplies each Monday.
• Assist HR with distribution of paychecks and print outs as required.
• Mails out paychecks as instructed by HR when required.
• Alphabetize time sheets, call sheets as required by Human Resources.
• Files all information into the Resident Financial Folders and the Social Security Files.
• Purges all financial folders on a weekly basis moving discharged resident files from active files to discharged files. Purges discharge files to storage when resident balance due is zero.
• Prepares Coffee each A.M. and ensures that the Conference Room is clean and orderly at all times.
• Distributes Petty Cash on a daily basis ensuring that there is a petty cash slip, a valid receipt and that the correct change is received back. On Fridays, balances the petty cash box to ensure correct and requests reimbursement for the box from Accounts Payable.
• Distributes Sam’s/Walmart card when needed and ensures the card is properly signed out and a valid receipt is returned along with the card.
• Opens and closes the safe each day at the beginning of the shift.
• Ensures that there is postage in postage machine at all times.
• Sorts and distributes mail each day to the appropriate departments.
• Checks copier every hour to ensure there is paper in copier and that all documents received are distributed to the correct individual or their mailbox.
• Responds to requests for office supplies, letterhead, etc. from other individuals.
• All other duties as requested by the Assistant Administrator and Administrator.
• Maintains professional appearance and speech at all times.

Physical and Sensory Requirements (with or without the Aid of Mechanical Devices):  

Walking, bending, sitting, lifting, grasping, fine hand coordination, ability to read and write English, ability to communicate with Residents, families, personnel and support agencies, ability to evaluate and interpret information and make independent decisions, where and when authorized by the Administrator, ability to hear and ability to remain calm under stress.

Hours :

Works from 8:00 A.M. until 4:30 P.M. with a thirty-minute lunch break. Days are normally Monday through Friday.