PRIMARY PURPOSE AND JOB FUNCTION
Working in accordance with established policies and procedures and/or specific instructions from the supervisor, the receptionist is responsible for answering and transferring all incoming calls in a courteous and professional manner, giving information, direction and other appropriate assistance to residents, staff, guests and vendors and performing a variety of other clerical duties as assigned.
This position is under the direction of the Director of Administrative Services. Ultimate direction is provided by Administrator/Executive Director.
DUTIES AND RESPONSIBILITIES
Essential Job Functions:
During emergencies or natural disasters, employee may be required to report for duty as assigned by the Director of Administrative Services, for the duration of the disaster.
Maintains acceptable standards of personal hygiene and complies with department dress code.
Attends in-service training and education sessions as assigned.
Manages a busy telephone switchboard and two-way communications system (includes beepers and two-way radios).
Communicates to the appropriate parties, promptly and clearly in a professional manner, all messages and material directed to them including, but not limited to, incoming business calls, messages from staff and/or residents and interdepartmental communication.
Greets all visitors including prospective residents, residents, family members, vendors, etc. in a courteous manner. Informs, guides or otherwise assists tactfully and congenially to present the best possible image of the Palms of Sebring.
Makes copies as needed for residents, sells U.S. postage stamps to residents and accepts payment, making change appropriately.
Assists residents with the transportation schedule for shopping and physician visits and Service Requests.
Accepts and records, as directed, payments for accounting.
Performs other miscellaneous office procedures as directed by the Office Manager.
Non-Essential Job Functions:
Report any suspicious activities or persons.
Performs specific work duties and responsibilities as assigned.
Opens and closes the reception desk and secures all equipment.
Performs a variety of other duties as directed.
FACTORS AND SUBSTANTIATING DATA
Education: Must have the ability to read, write and speak English effectively, using proper speech and grammar. Ability to follow written and oral instructions in English. Prefer High School graduate.
Experience: 6 12 months working as a receptionist. Must possess the ability to interact with the public in a professional manner. Typing experience, familiarity with computers and working with general office equipment helpful.
Complexity: A wide variety of duties and responsibilities involving the ability to provide detailed information and handle a multiplicity of tasks. Must work well in a fast paced environment. Requires the use of judgement to follow instructions and standard operating procedures.
Supervision Received: Under the direct supervision of the Office Manager. Ultimate direction provided by Administrator/Executive Director.
Contact Others: Frequent contact with residents, guests and other staff. Contact requires the ability to communicate in English, both written and verbal and a cooperative and courteous attitude despite simultaneous tasks.
Errors: Service errors could result in service delays, resident dissatisfaction, damaged equipment, loss of service to community and financial loss to the Palms of Sebring.
Confidentiality: May be exposed to confidential information whose disclosure would be contrary to the best interest of the community and professional ethics.
Sensory Demands: Flow of work demands visual acuity, must have the ability to handle simultaneous tasks in a fast paced environment. Must be able to identify hazards, comprehend consequences and determine action to take.
Physical Demands: Position requires sitting for extended periods. Must be able to perform gross and fine motor skills.
Working Conditions: Surroundings are comfortable and well lighted. Exposed to noise from all areas and at times, a computer screen. Works in a retirement facility environment with regular exposure to chronically ill and frail elderly.
Scope of Supervision: Not a Supervisory position.
Travel: Position requires no outside travel.
Safety: Requires ability to understand and follow policy and procedures of infection control, disaster preparedness, safety rules and regulations and department rules.
Hazards: This position is occupationally classified as not being at risk for exposure to bloodborne pathogens.
Equipment: Will be exposed to computer screen and other equipment, ie. copy machine, postage meter, other office equipment.
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