Receptionist

Job Title: Weekend Receptionist

Department: Office/Administration

Reports To: Administrator

FLSA Status: Non-exempt

Prepared By: PeopleSystems

Prepared Date: March 2006

Approved By: Administrator

Approved Date: March 2006

SUMMARY
Operate multi-line telephone system to answer incoming calls, direct calls to appropriate personnel, take messages and greet visitors. Provide back-up and support for case manager by performing the following duties. Responsible/Accountable for the accuracy and validity of all recorded documentation pertaining to your job description.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1) Answer incoming telephone calls; determine purpose of caller, and forward business calls to appropriate personnel or department.

2) Take and deliver messages to appropriate personnel or transfer calls.

3) Answer general questions about organization and provide callers with address, directions, and other information.

4) Welcome on-site visitors, assure that they sign in upon arrival, determine nature of business, and announce visitors to appropriate personnel. Assure that resident is signed out when visitor is taking resident out of the building.

5) Monitor visitor access.

6) Arrange transportation for residents as well as escorts for appointments.

7) Distribute personal mail to residents. Distribute appropriate mail to resident representatives.

8) Pick up paychecks on Wednesday and distribute night shift employee’s paychecks to BES med room lock-up. (list of employees can be acquired from Director of Personal Care) All other paychecks must be distributed on Thursday.

9) Update various documents/forms on the computer weekly and monthly, and distribute to supervisor, household, or department as necessary.

10) Keep ample copies of forms in file drawer located in copy room for staff access. Maintain supply of Memory Garden marketing packets.

11) Complete daily and monthly census for Memory Garden. Assure accuracy as this is a mandatory NYSDOH document.

12) Collect meal ticket monies from employees and guests and notify team leader of number of extra people to expect for meals.

13) Hand out employee applications to prospective employees.

14) Perform other clerical duties as needed, such as typing, filing, photocopying, and collating.

15) Type minutes to monthly resident council meeting and email to administrator.

16) Track monthly activities budget and submit to Administrative Assistant each month.

17) Draft monthly Memory Garden Newsletter.

18) Maintain petty cash drawer and turn in receipts to Administrative Assistant each month.

19) Complete monthly office supply inventory and submit to Administrative Assistant.

20) Complete process established for all new admissions to Memory Garden:

a) Door Tag with Name

b) Update newsletter list with primary contact

c) Complete resident information

d) Update levels sheet

e) Update mail book

f) Provide life enrichment sheet to Activities Dept.

g) Complete emergency evacuation tag

h) Add to census (both daily and monthly)

i) Add to case manager’s phone book

j) Add pertinent information to “Book of Life”

21) Maintain enclosed bulletin board by posting appropriate and updated material.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY
Ability to apply common sense understanding to carry out detailed but involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS
None

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle or feel. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform

the essential functions.

The noise level in the work environment is usually moderate.

Signature: _________________________________________ Date: _________________

Work Remotely

• No

Job Type: Part-time

Pay: $13.00 - $15.00 per hour

Benefits:

• Employee assistance program
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Weekend availability

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location: One location