Position summary: The Receptionist performs clerical functions that include typing, word processing, and other functions as necessary to facilitate the administrative activities of the home. This position is responsible for answering and directing in-coming calls and greeting and assisting all visitors.

Job Related Responsibilities and Activities:

• Answers the telephone promptly in a courteous and polite manner.
• Discreetly and politely relays in-coming telephone calls, assisting the caller as able and authorized, directs calls to others as appropriate.
• Takes messages from in-coming telephone calls accurately and completely; and promptly and properly routes messages via telephone, intercom, or person-to-person.
• Greets visitors in a kind and courteous manner and directs them to appropriate person or place.
• Gives directions/information to visitors, guests, vendors, etc. including accurate directions to the facility.
• Immediately notifies nursing station and or Residential Care Director of residents who appear lost, wander outside, or otherwise appear disoriented or in need of assistance.
• Answers questions relative to Maine Veterans’ Home as able and authorized, or refers them to the appropriate source for information.
• Maintains a current file/listing of emergency phone numbers of on-call personnel, department extensions, key personnel, etc.
• Distributes employment applications upon request. Receives and promptly forwards completed applications to Human Resources.
• Receives and sorts in-coming mail. Opens all mail and date stamps, copies, and distributes in the appropriate mail area as assigned.
• Processes outgoing mail as assigned, places appropriate postage on regular mail and deposits in mailbox, processes certified, return receipt, overnight, UPS, and other specialized mailings obtaining and attaching receipts.
• Distributes documents as assigned internally to appropriate mailboxes, bulletin boards and other Homes as directed. Picks up and distributes mail to and from Down East Community Hospital.
• Orders Nursing Supplies on a weekly basis and puts them in the supply closet on the unit once received.
• Orders Office Supplies as needed and puts them in supply cabinet in the Administrative area once received.
• Coordinates programs, projects and events as assigned.
• Assists QAPI Coordinator
• Sends facsimiles as directed and distributes in-coming facsimiles to the appropriate person in a timely manner.
• Maintains photocopying/facsimile machines including refilling paper trays/toner, contacting vendors for repair service, and assisting others with paper jams, usage, etc.
• Completes other clerical functions as directed including: alphabetizes material, files, stuffs envelopes, prepares mailings, monthly birthday card, sign in sheet for exempt staff, maintains monthly meeting calendars, sends invites for monthly meetings through Outlook, take minutes to meetings, assist BOM with deposits, prepare and send invoices weekly to Central Office, coordinates with Res Care Director IDT meetings and sends letters to family / POA.
• Covid screening of staff, visitors and vendors prior to entering the building.
• Scheduling of conference rooms for meetings and functions making arrangements for room setup, audio/visual materials, food, supplies, and other items as directed.
• Performs clerical duties including typing, word processing, completing spreadsheets and databases, assists in preparing visual presentations, filing, photocopying, facsimile, electronic mail, and basic adding machine calculations.
• Completes required paperwork accurately, legibly and in a timely manner.
• Develops and maintains filing and record keeping systems in accordance with established procedures.
• Attends annual in-service training.
• Maintains confidentiality of Home information
• Performs other reasonably related duties as assigned.

Essential Functions of the Job:

• Knowledgeable of the proper use of modern office equipment, including telephone system, facsimile, photocopier, calculator, postage meter, typewriter, audio/visual equipment, computers and other office/technical equipment used in the execution of job duties; and must be able to utilize this equipment with or without reasonable accommodation.
• Ability to type from transcription devices and handwritten material, including complex and technical material.
• Knowledgeable of typing, word processing, data entry into a computer, and modern data processing activities.
  • Excellent customer service skills

Education/ Training / Experience: High school diploma or equivalent. A minimum of three years combination of education, training, experience providing considerable knowledge of secretarial and receptionist activities which reflect progressively increasing responsibilities.
From: Maine Veterans' Homes