Big Meadows Frontier Hollow Lyndon Play and Learn Center Lyndon Progress Center Pinnacle Place S.T.R.I.V.E. Winning Wheels.

 

Secretary Receptionist

PURPOSE OF YOUR JOB POSITION

The primary purpose of your job position is to perform administrative duties, in accordance with established procedures, and as directed by your supervisor, to assure that a successful, viable, administrative program is maintained at all times.

DELEGATION OF AUTHORITY

As Secretary, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

JOB FUNCTIONS

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

RISK EXPOSURE CATEGORIES

1 = Tasks may involve exposure to blood/body fluids.
2 = Tasks do not involve contact with blood/body fluids but could result in performing a Category I task.
3 = Tasks do not involve any risk of exposure to blood/body fluids.

ADMINISTRATIVE FUNCTIONS:

  • Receive and follow administrative scheduled/instructions from your supervisor and as outlined in our established policies and procedures.3
  • Type, file, and distribute correspondence as directed. 3
  • Answer telephone, make appointments, run errands, take and deliver messages, etc., as directed. 3
  • Ensure outgoing mail is ready for pick up at the designated time. 3
  • Sort, distribute, and route incoming mail to appropriate residents, departments, and/or personnel. 3
  • File incident/accident reports in accordance with established policies.3
  • Receive payments on accounts and issue/mail receipts as necessary. 3
  • Send payroll checks to personnel no longer employed. 3
  • Assist in preparing time-cards and distributing payroll checks as necessary. 3
  • Type letters, reports, statements, minutes of meetings, agendas, etc., as necessary/directed. 3
  • Maintain files and other records as directed. 3
  • Receive and screen office visitors and telephone calls as necessary. 3
  • Prepare/mail statements, letters, and/or other correspondence to residents, guardians, etc. as necessary. 3
  • Arrange for meetings, conferences, etc. as directed. 3
  • Compose and prepare routine correspondence for signature. 3
  • Release information in accordance with established policies and procedures. 3
  • Assume the administrative authority, responsibility, and accountability of performing secretarial functions. 3
  • Other related duties and responsibilities that may become necessary to met the needs of the facility. 3
  • Prepare payroll records for all newly hired employees in accordance with established personnel policies and procedures. 3

STAFF DEVELOPMENT:

Attend and participate in inservice educational classes and on the job training programs as directed. 3 Attend and participate in workshops, seminars, etc., as approved. 3

SAFETY AND SANITATION:

Report all unsafe/hazardous conditions, defective equipment, etc., to your supervisor immediately. 3 Follow all established safety procedures and precautions when operating office equipment. 3

EQUIPMENT AND SUPPLY FUNCTIONS

Report equipment malfunctions or breakdowns to your supervisor as soon as possible. 3 Ensure administrative supplies have been replenished in work areas as necessary. 3 Report equipment/supply needs to your supervisor. 3 Assure that work/assignment areas are clean and office equipment is properly covered before leaving such areas at end of work day. 3

RESIDENT RIGHTS:

Maintain CONFIDENTIALITY of all pertinent resident care information to assure resident rights are protected. 3 Assure that residents' rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times. 3 Assist in maintaining records concerning resident funds managed by the facility. 3

WORKING CONDITIONS

  • Works in office areas as well as throughout the facility.
  • Sits, stands, bends, lifts and moves intermittently during working hours.
  • Is subject to frequent interruptions.
  • Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all circumstances.
  • Is subject to hostile and emotionally upset residents, family members, etc.
  • Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
  • Attends and participates in continuing education program.
  • Communicates with the medical staff, nursing personnel, and other department supervisors.

EDUCATIONAL REQUIREMENTS

Must possess, as a minimum, a high school diploma.

EXPERIENCE

None required, on-the-job training provided.

SPECIFIC REQUIREMENTS

Must:

  • Be able to read, write, speak, and understand the English language;
  • Possess the ability to make independent decisions when circumstances warrant such action;
  • Possess the ability to deal tactfully with personnel, residents, visitors, and the general public;
  • Be able to type a minimum of 50 words per minutes and use a 10-key calculator;
  • Possess the ability to work harmoniously with personnel; Have the ability to minimize waste of supplies, misuse of equipment,
  • Possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices;
  • Be able to follow written and oral instructions;
  • Be knowledgeable in the use of micro-computers, data input/output.
  • Have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff, and visitors based on whatever maturity level they are currently functioning;
  • Be knowledgeable in secretarial duties, use of equipment, etc., related to secretarial functions.

PHYSICAL AND SENSORY REQUIREMENTS (With or Without the Aid of Mechanical Devices)

Must be able to:

  • Move intermittently throughout the workday;
  • Speak and write the English language in an understandable manner;
  • Cope with the mental and emotional stress of the position;
  • See and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met;
  • Function independently, have personal integrity, have flexibility, and the ability to work effectively with other personnel;
  • Be in good general health and demonstrate emotional stability;
  • Operate office, business, and accounting machines;
  • May be required to lift, push, pull, or move equipment, supplies, etc., in excess of fifty (50) pounds.
  • Assist in the evacuation of residents.
  • Tasks assigned to this position do not involve exposure to blood/body fluids.

RECEPTIONIST


PURPOSE OF YOUR JOB POSITION

The primary purpose of your job position is to perform clerical support in an efficient manner in accordance with established procedures, and as directed by your supervisor.

DELEGATION OF AUTHORITY

As Receptionist, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

JOB FUNCTIONS

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

RISK EXPOSURE CATEGORIES:

1 = Tasks may involve exposure to blood/body fluids.
2 = Tasks do not involve contact with blood/body fluids but could result in performing a Category I task.
3 = Tasks do not involve any risk of exposure to blood/body fluids.

ADMINISTRATIVE FUNCTIONS:

  • Receive and follow reception scheduled/instructions from your supervisor and as outlined in our established policies and procedures.3
  • Operate paging/telephone system as required. 3
  • Answer telephone, determine nature of call and direct caller to appropriate individual or department. 3
  • Receive inquiries and release information in accordance with established policies and procedures. 3
  • Maintain a current file/listing of residents by name and room number, emergency phone numbers of on-call personnel, department extensions, key personnel, etc. 3
  • Receive request from within the facility and locate personnel through paging system. 3
  • Give directions/info=ation to visitors, guests, residents, sales representatives, etc. 3
  • Reports suspicious persons/information to supervisor immediately. 3
  • Ensure guests/visitors abide by existing rules and refuse admission to persons as directed. 3
  • Assist with administrative duties as directed. (Includes typing, filing, posting accounts, etc.) 3
  • Create and maintain an atmosphere of warmth, personal interest, and positive environment throughout the facility. 3
  • Greet visitors. Direct to appropriate office and/or resident room. 3
  • Receive, sort, and distribute mail as directed. 3 Order supplies as directed. 3 operate copier, office machines, etc., as directed. 3
  • Offer beverages to visitors waiting for administrative personnel as appropriate. 3
  • Operate computer as directed. 3
  • Assist department directors in administrative matters (i.e., typing reports, correspondence, etc.). 3
  • Monitor presence and location of sale representatives sign in/out. 3
  • Other related duties and responsibilities that may become necessary or appropriate. 3

STAFF DEVELOPMENT:

Attend and participate in inservice educational classes and on the job training programs as directed. 3 Attend and participate in workshops, seminars, etc., as approved. 3

SAFETY AND SANITATION:

Report all unsafe/hazardous conditions, defective equipment, etc., to your supervisor immediately. 3 Follow all established safety procedures and precautions when operating office equipment. 3

EQUIPMENT AND SUPPLY FUNCTIONS:

Ensure administrative supplies have been replenished in work areas as necessary. Report equipment/supply needs to your supervisor. 3 Assure that work/assignment areas are clean and office equipment is properly covered before leaving such areas at end of work day. 3

RESIDENT RIGHTS:

Maintain CONFIDENTIALITY of all pertinent resident care information to assure resident rights are protected. 3 Assure that residents' rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are followed. 3

WORKING CONDITIONS

  • Works in office areas as well as throughout the facility.
  • Sits, stands, bends, lifts and moves intermittently during working hours.
  • Is subject to frequent interruptions.
  • Works beyond normal working hours, week-ends and holidays, and on other shifts as necessary.
  • Attends and participates in continuing education programs. Is subject to pressure from multiple/emergency calls.
  • May be subjected to infectious diseases, substances, contaminated articles, etc., including the potential exposure to the AIDS and Hepatitis B viruses.
  • Communicates with nursing and other department personnel.
  • Is subject to hostile and emotionally upset residents, family members, visitors, etc.

EDUCATIONAL REQUIREMENTS

Must possess, as a minimum, a high school diploma.

EXPERIENCE

Must have at least six (6) months in a clerical position, or successfully completed a secretarial science program from an accredited school/college or demonstrate ability and knowledge to perform duties.

SPECIFIC REQUIREMENTS

Must:

  • Be able to read, write, speak, and understand the English language;
  • Possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations;
  • Possess the ability to deal tactfully with personnel, residents, family members, visitors, and the general public; Be knowledgeable of administrative practices, procedures, and guidelines;
  • Possess a cheerful personality and be able to work harmoniously with other personnel;
  • Possess the ability to minimize waste of supplies, misuse of equipment, etc.
  • Possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices; Be able to follow written and oral instructions;
  • Be able to type a minimum of 50 words per minute and operate a word processor;
  • Be able to effectively use a 10-key calculator;
  • Be knowledgeable of micro-computers, input/output data, etc.

PHYSICAL AND SENSORY REQUIREMENTS (With or Without the Aid of Mechanical Devices)

Must be able to:

  • Move intermittently throughout the workday;
  • Speak and write the English language in an understandable manner;
  • Cope with the mental and emotional stress of the position; See and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met;
  • Function independently, have personal integrity, have flexibility, and the ability to work effectively with other personnel;
  • Be in good general health and demonstrate emotional stability;
  • Have a pleasant speaking voice;
  • May be required to lift, push, pull, or move equipment, supplies, etc., in excess of fifty (50) pounds.

Tasks assigned to this position do not involve exposure to blood/body fluids.