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Position:
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Receptionist
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Department:
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Administration
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Reports to:
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Business Office Manager
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Purpose
The primary purpose of this position is to greet and assist visitors, residents, callers and provide exemplary customer service at all times. As directed by your supervisor, perform administrative support functions efficiently and in accordance with established procedures.
Essential Job Functions Duties and Responsibilities
Administrative Functions
- Greet visitors, residents, and vendors in a courteous and professional manner. Identify visitors and direct to appropriate location. Process and record visitor information as defined by the community.
- Answer the telephone, determine nature of call, and direct caller to appropriate individual or department.
- Respond to requests from within the community; identify and locate appropriate personnel.
- Maintain resident information by name and room number, eligibility to receive calls, emergency phone members of on‑call personnel, department extensions, key personnel, etc.
- Exercise discretion in releasing information so that confidentiality and privacy are maintained. Information must be stored in a safe and secure manner at all times.
- Identify security concerns and notify supervisor or proper authorities. Effectively communicate facility policies and procedures to visitors, staff and vendors.
- Assist with administrative duties which includes, typing, copying, filing, posting accounts, sorting mail, ordering supplies and repairs, mailing out doctor’s orders.
- Maintain a work environment that is clean and presents a professional image.
- As appropriate, document and resolve concerns or relay to the appropriate staff.
- Ethically and responsibly conduct small monetary transactions for ticket sales, etc.
- Attend and participate in service training programs to meet state and federal requirements.
Required Knowledge, Skills and Abilities
Must possess the ability to make independent decisions, follow instructions, and accept constructive criticism. Must be able to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public. Must be able to work with ill, disabled, elderly, emotionally upset, and potentially hostile people within the facility. Must be able to speak, write and understand English in a manner that is sufficient for effective communication with supervisors, employees, residents, and families.
Education and Experience
Prefer a high school diploma or GED.
Prefer experience in a clerical position or successfully completed a secretarial science program from an accredited school/college.
Licensing/Certifications
None.
Physical Requirements
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who pose a direct threat or significant risk to the health and safety of themselves or others in the work place will not be considered qualified for employment if physical requirements cannot be eliminated or reduced by reasonable accommodation.
Essential functions are carried out in a variety of positions including standing and sitting. To meet residents’ needs, all positions require the ability to move freely through the building. Other physical demands are required as described below.
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Task
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Requirement
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Frequency (Place X in approp. box)
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Constantly
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Frequently
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Occasionally
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Rarely
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Seeing
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Yes
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X
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Hearing
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Yes
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X
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Tactile Sense
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X
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Talking
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Must convey detailed and important spoken instructions to others accurately
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X
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Climbing
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X
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Balancing
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X
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Stooping
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X
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Kneeling
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X
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Crouching
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X
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Pulling
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30 lbs.
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50 lbs.
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Pushing
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30 lbs.
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50 lbs.
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Standing
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X
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Walking
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X
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Reaching
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X
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Fine Motor
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Typing
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X
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Grasping
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X
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Twisting
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X
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Repetitive Motions
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Typing
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X
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Lifting
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30 lbs.
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50 lbs.
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Crawling
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X
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Static Position
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X
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Carrying
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30 lbs.
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50 lbs.
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Other
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Equipment and Tools
List equipment and tools operated and the frequency of use:
(Those that cannot be delegated to a co-worker.)
Facility Vehicles: Equipment: Computer and personal communication devices
Business office equipment
Tools: Other:
Working Conditions
Check which working conditions the employee is subject to:
Physical Conditions:
Extreme temperatures Noise Wet and/or humid Vibration
Workplace Hazards:
X Blood, body fluids and/or infectious disease Hot Water Mechanical Electrical
Chemical Gasses Other___________
Additional Information
All employees are expected to create an atmosphere of warmth, personal interest and positive emphasis as well as a calm environment. This community is committed to providing courteous, responsive, quality service to our residents by fostering a respectful, positive, and welcoming environment for all. Developing and maintaining a good working rapport with all staff is critical to the functioning of the facility.
This position is expected to follow all facility policies and procedures. These policies and procedures can be found in the employee handbook, department policy and procedure manuals and with your supervisor.
This position will be required to work beyond normal work hours, additional shifts, weekends and holidays when necessary. This position is subject to call-back during emergency conditions (e.g. severe weather, evacuation, post-disaster, etc.).
Resident Rights
This facility is committed to a resident’s right to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights are followed in accordance with state and federal guidelines and established facility policies. All employees need to review the facility policy on Resident Rights and how it applies to the position.
Continuous Improvement
Our expectation is that all employees will have a continuous focus on improving themselves, department and facility. All employees are expected to attend, plan, conduct and schedule in-service training classes as appropriate to the position. This includes meeting annual federal and state in-service requirements. In addition participation in departmental studies and projects is expected.
Conclusion
This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time.