Front Desk Receptionist

• JOB SUMMARY:

Extends Menorah Campus hospitality, utilizing proper customer service skills, to all incoming callers, visitors, families, volunteers, community members, residents, vendors and staff.

Obtains caller, visitor, vendor, etc., name, determines nature of business, and directs to appropriate destination. Monitors that all visitors and vendors sign in and out. Gives information /directions and answers inquiries in accordance with HIPAA guidelines. System initiator/integrator of emergency alarms, call bells, etc. Provides clerical support to numerous departments campus-wide, as directed by supervisor.

• 
  ESSENTIAL DUTIES:

Receptionist

• Greets visitors, volunteers and families cordially. Receives, directs, makes telephone calls and takes messages. Gives information and directions as necessary.
• Ensures proper sign in/out procedures are followed by employees, visitors and volunteers.
• Ensures all necessary items are stocked and available for sign in process. (I.e. stickers, logs, masks etc.)
• Maintains liaison with the residents, family, all personnel and medical staff to assure that the resident’s needs are continually met.
• Oversees watching residents who are NOT to leave the facility and informs appropriate staff.
• Responsible for directing to respective departments and announcing appropriate calls received at the reception area that include but are not limited to: fire alarms, call bells, etc.
• Responds to personal emergency response calls and notifies the appropriate personnel/department. Makes relevant announcements over campus speaker.
• Monitors activity throughout the facility and its surroundings by the TV located in the reception area.
• Allows through our door lock/alarm system, appropriate people into the facility.
• Monitors the front circle and parking area.
• Communicates with all reception/guards at shift changes and relief staff prior to breaks.

Clerical

• Monitors email consistently throughout shift to be up to date on current processes, made aware of new residents etc.
• Regularly reviews materials posted at front desk to keep up knowledge of information relevant to the position. (I.e. emergency numbers, instructions on where to send callers with specific needs, visitation policies etc.)
• Processes outgoing mail through postage meter.
• Distributes incoming mail.
• Follows through on all received and sent packages, including flowers, baskets for residents/tenants and notifies appropriate parties/floor for pick-up. Calls DHL/UPS/Fed Ex with any package concerns.
• Continually updates rosters for Rosa Coplon residents and combines all facilities rosters to maintain a master list. Prints master list regularly for reference.
• Ensures Buffalo News papers for Dosberg and Rosa Coplon residents are labeled appropriately for delivery first thing in the morning.
• When offered by the facility, follows through with Meal ticket procedure which includes issuing receipts for payments for dinners by aides and visitors and informs appropriate dining room of the meal order.
• Maintains supply of forms and office supplies necessary for the reception desk.
• Payroll distribution to employees weekly on Fridays and sort remaining envelopes on Mondays.
• Serves as clerical support to numerous departments campus-wide, when needed.

Company Training

• Participates in formal company training programs and mandatory in-services.

• 
  POSITION SPECIFIC COMPETENCIES:
  • Data entry/typing 35 wpm.
  • Communicates effectively with all personnel.
  • Computer literate; familiarity with e-mail, spreadsheet and database software such as Word, Excel and Outlook
  • Ability to operate other office machines (i.e. phone, copier, postage meter, etc.)
  • Ability to manage time well.
  • Excellent Customer Service skills.
  • Exercise judgment and discretion in accordance with HIPAA guidelines.
  • Numerical ability to handle financial transactions.
  • Ability to assess and respond quickly and appropriately to crucial situations.
  • Ability to handle stressful and changing situations calmly.
  • Analytical skills; be independent and motivated.
  • Excellent written and strong oral communication skills.
  • Attention to detail and able to multi-task.
  • Professional demeanor and appearance.

• 
  WORKING CONDITIONS:
  • Standard office environment
  • Frequent contact with employees and visitors

• 
  PERSONAL OR PHYSICAL REQUIREMENTS:

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

• 
  Must be able to pass physical examination after being offered employment and annually thereafter.
• Sits, stands, bends, and moves intermittently during work hours.
• Able to lift, push, pull and/or carry objects weighing up to 25 pounds, unassisted, with twisting and turning of the torso, and stand or walk for prolonged periods of time.
• Occupational exposure to blood borne pathogens: Low Risk

• 
  EDUCATION:
  • High school diploma or one year certificate from college or technical program;
  • OR three (3) to six (6) months related experience and/or training;
  • OR equivalent combination of education and experience.

• 
  EXPERIENCE:
  • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government personnel, and the general public.
  • Prior front desk, hospitality, customer service or reception experience (preferred).

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