Receptionist - Full-time / Part-time

• Smiles and extends a warm and friendly welcome to everyone entering
  the Community.
• Receives incoming telephone calls and directs them to the proper
  department personnel.
• Receives inquiries made by visitors, residents and employees and directs them to proper personnel for information.
• First thing in the morning, distributes faxes on the machine, turns on lights in the common areas of the building and changes the theatre movie announcement for the day.
• Each morning checks the red Receptionist's book for any notes left by the
  prior shift. At the end of the day, records any information that needs to be
  passed to the evening/weekend shift in the Receptionist's book.
• Receives requests for maintenance work, completes work orders and puts in maintenance inbox. If urgent, contacts Maintenance personnel immediately.
• Matches carbon copy of Maintenance work orders on Thursdays to insure requests are being completed in a timely manner. Notifies Executive Director of any unreturned work orders.
• Files all completed maintenance work orders by apartment number or common area of the Community (may delegate to night/weekend receptionist).
• Receives requests for housekeeping, completes work order and puts in Housekeeping inbox. If urgent, contacts Housekeeping personnel immediately.
• Files all completed housekeeping work orders by date (may delegate to night-weekend receptionist).
• As directed by Marketing Director, prior to new resident's move-in, prepares access card, apartment key and mailbox key on coiled wrist bracelet.
• Issues new independent residents laminated sun/moon for outside their department door if there is not one at the apartment already.
• Prior to new resident's move-in prepares name tag for apartment door and puts in place.
• Prepares new resident and employee file upon admission. 
• Updates the resident birthday list and insures the birthday dates are on the calendar for balloons and cake. Give updated list to the Director of
  Dining and Activity Director.
• As directed by Marketing Director, upon resident's move-out and upon return of keys and access card, notes the name and date returned and
  deletes the access card from the system and returns keys to key box. Inform 80M if more than one access card is returned so that resident can receive a $25 credit per access card.
• Checks the key box on a monthly basis and notes which apartment numbers or mailbox numbers do not have at least one key remaining in the box. Gives this list to the Executive Director.
• Checks the access card database on a weekly basis to insure all terminated employees and or moved out residents have been deleted from the system.
• Updates and distributes weekly to department heads the current list of residents, to include apartment numbers and telephone numbers.
• Updates and distributes weekly to the charge nurse and nurse's aide station the evacuation list for the Community to include notations of walkers, wheelchairs, scooters and oxygen usage.
• Maintains a resident absentee register (daily census in Excel Spread sheet).
• Maintains the status of the resident board in the copy room.
• Tidies the copy/supply room as needed.
• Maintains a list of standard office supplies and orders online from Office Depot every Thursday am or as needed. Informs 80M when letterhead and/or personalized envelope supply is running low.
• Maintains a list of residents wishing to see the podiatrist on the 4th Thursday of every month.
• Performs programming of Direct TV channels for sports events as requested (will be trained on this procedure).
• Monitors that brochures are ample and directs evening or weekend receptionist to prepare additional brochures as needed. Informs 80M when brochure supplies are running low.
• Distributes mail to department heads daily. If resident mail is received without apartment number, writes number on envelope in red ink and places in outgoing mail box. If former resident mail is received, writes forwarding address on envelope with instructions to "Please Forward."
• Mails information packets to initial contacts as provided by the Director of Marketing. All labels are to be typed and all letters personally signed by the Director of Marketing.
• Is familiar with the use of all office equipment and repair protocol, including fax machine, land telephones, portable telephone, computers 
• and walkie talkies.
• Calls LPN on duty and requests they pick up when a physician's order is received via fax.
• Follows instructions in case of fire alarm.
• Follows instructions in case of inspectors who enter the building.
• Has all visitors, contractors, deliverymen and service men sign in and out in the book located in the foyer. Insures there are plenty of blank copies of the sign in/out sheets in the book and removes older sheets and files by date.
• Informs the Maintenance Director of any workers who enter the building.
• Makes copies on copy machine for residents and staff as requested.
• Sends fax copies for residents and staff as requested.
• Files fax logs.
• Types the employee/sitter menus for lunch and dinner for each day of the week as directed by the Director of Dining and copies on colored paper for the week (may delegate to night-weekend receptionist).
• Handles cash receipts of monies for guest meals and Country Store and locks money in appropriate cash boxes.
• Delivers Guest Meal Reservation sheet to the kitchen 24 hours prior to meal time.
• Books the private dining room and advises the Director of Dining and/or the Dining Room Supervisor.
• Sells employee/sitter menus and collects monies in appropriate cash box.
• Delivers employee/sitter menus to the kitchen by 11: 15 am and 4: 15 pm deadlines each day.
• If smaller denomination bills are needed during the week or for the weekend, goes to the bank to get smaller bills.
• Sells "special event" guest meal tickets and records the tickets sold on the special form provided by the Activity Director. Informs Director of Dining and Activity Director of total tickets sold by deadline date.
• Manages Petty Cash distributions.
• Takes deposits to the bank.
• Orders and picks up employee name tags.
• Shops for special office supplies as needed or upon request.
• Adjusts thermostat controls as needed.
• Checks walkie talkies monthly.
• Refills postage machine
• Filing
• Distributes job applications and insures they are fully completed before the applicant leaves the building.
• Completes an internet search on the State Abuse Registry for all applicants via their Social Security number and prints a copy to be clipped to their application. If abuse findings, the applicant is a NO HIRE.
• Distributes completed job applications, along with Abuse Registry results and blank reference check form to the appropriate department head.
• Upon completion of interview by department head, gives background check authorization to applicant for completion and faxes to investigating
  agency.
• Upon completion of interview by department head and as department head directs, gives drug screening form to applicant, along with directions to the testing facility.
• When results of both background check and drug screening are received, informs department head of the results.
• Maintains generic "New Hire" packets for all job descriptions in the Community.
• Prepares an access card for New Hire employees.
• Deletes access cards for terminated employees.
• Restocks the Country Store and inspects food items monthly for expiration dates.
• Any other tasks, assignments, projects or requests as deemed by management. 

QUALIFICATIONS:

• Must be 18 years of age or older.
• Must read, write, speak and understand English.
• Receptionist is privileged to confidential information and must keep all such information secured from the sight or hearing of all individuals with the exception of the 80M, Executive Director and Owner.
• Computer literature - internet searches, email, Microsoft Word, Excel and Outlook.
• Must dress professionally as directed by management.
• Patience, tact, enthusiasm and positive attitude toward the elderly and all visitors to the Community.
• Personable, friendly and enjoys smiling.
• Must have upper body strength adequate to bend, lift, shift, move and/or assist in moving articles up to 25 pounds
• Must be able to squat, reach and stretch without distress. 
• Must be able to tolerate extended periods of standing and walking.
• This position must be staffed 365 days a year, thus availability for rotation on holidays is necessary.

This Community desires to comply with the Americans with Disabilities Act and, as such, all team members will make reasonable accommodations for otherwise qualified disabled team members.