Job Details

SUMMARY

The secretary/receptionist will be responsible for receiving and handling visitors and handle phone calls in a manner which represents the Facility as a warm, caring and efficient place to live. He/she will, under the supervision of the Facility Director, be responsible for the following: 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Telephone

• Answer phones and direct calls to the appropriate department/person.  Record and deliver phone messages and voice mails to other employees about business calls received, with appropriate call information.
• Ensure appropriate seasonal messages e.g. music recordings are used while caller is on hold.
• Ensure appropriate voice mail messages are recorded on phone
• Coordinate with maintenance phone service providers in case of malfunctions
• Provide access to and be present in case of phone service provider needing access to phone room
• When not in office, coordinate with Facility or other staff to ensure calls are answered immediately

Visitors

• Meet and greet visitors with a pleasant warm manner.
• Answer their inquiries or direct to appropriate authority or Facility Director
• Track visitors/residents entering and exiting building and instruct them to login visitors/resident log book

Mail

• Responsible for receiving, sorting and delivering daily mail to resident, along with faxes and other incoming correspondence to appropriate staff
• Mail packets to inquiring prospective clients
• Process regular and bulk mailings daily and maintain mailing lists in a format that permits efficient usage of time
• Visit post office as needed

Front Office

• Maintaining the appearance of front office and lobby in an organized, presentable and friendly manner
• Coordinate and organize residents' transportation, as needed, per service plan
• Coordinate with maintenance/service providers to ensure all office equipment is fully functional
• Ensure optimal inventory of office supplies
• Place work orders as needed for repairs need in Facility
• Issue employee ID badges to new employees
• Ensure adequate updated copies of Facility photo brochures, Admission application packages and Admission paperwork are available
• Prepare and mail any correspondence for Facility Director or Executive Director

Record keeping

• Ensure updated resident rosters are distributed to appropriate offices and maintain history of resident rosters, month wise
• Ensure updated files of current Resident Face Sheets
• Ensure updated files of Discharged Residents
• Maintain updated Master Files of approved formats in use at Facility for admission and operations, as well as for job descriptions, compliance logs and any other, as needed, from time to time
• Be responsible for preparation of Resident Charts and for closing of files for discharged residents
• Ensure resident name plates on rooms and resident photographs in files as needed
• Maintain and summarize incident report files per instructions of Facility Director

Supplies

• Issue supplies to caregivers and housekeeping staff, keep records of same and monitor consumption and inventory and re-order as necessary to avoid depletion of stock
• Keep records of billable supplies issued to residents and forward to Facility Director

Accounting

Under the supervision of Facility Director

• Collect monthly rents and issue receipts as needed.  Send reminder for unpaid rents and follow-up with other actions per Facility Director
• Post journal entries or handle other routine accounting issues
• Prepare monthly Endowment Transfer forms for Facility Director's signature
• Receive and forward Endowment donations to Central Office and send thank you notes
• Maintain accounts for Security Deposits and Prepare Security Deposit refund statements
• Prepare and mail seasonal greetings, thank you cards and sympathy / get well cards and other appropriate communication to keep in touch with current and ex-resident families

Newsletter

Coordinate, collect, material and publish newsletter (ten issues a year) by end of each month, after approval of content and design by Executive Director.  Copy and distribute newsletter to all buildings, staff and board members.

Other Duties

Additional duties that may be requested by the Executive Director, Residence Director and/or the health and Wellness Director.