Administrative Assistant/Receptionist

Administrative Functions:

• Receive and follow customer service associate schedule/instructions from your supervisor and as outlined in our established policies and procedures.

• Operating paging/telephone system as required.

• Answer telephone; determine nature of call, and direct caller to appropriate individual or department.

• Receive inquiries and release information in accordance with established policies and procedures.

• Greet visitors and vendors. Direct to appropriate office and or resident room.

• Give directions/information to visitors, guests, residents etc.

• Ensure that all employees, residents, visitors, and the general public follow the facility's established policies and procedures.

• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

• Provide billing manager with a daily report of activities, concerns or satisfaction report.

• Ensure guests/visitors or vendors sign out.

• Ensure guests/visitors abide by existing rules and refuse admission to persons as directed.

• Maintain a good public relations program that serves the best interest of the facility and community alike.

• Report suspicious persons/information to supervisor/security immediately.

• Assist in setting the tone and atmosphere of the facility.

• Assist with administrative duties as directed (includes typing, filing, postings etc.).

• Receive, sort, and distribute mail as directed.

• Operate copier, office machines etc., as directed.

• Operate computer and order office supplies as directed.

• Assist billing manager and/or administrator in administrative matters, i.e., typing reports, correspondence, etc.

• Other related duties and responsibilities that may become necessary or appropriate.

• Ensure the billing manager and administrator and department heads are notified promptly of any Licensing and Certification representatives entering or leaving the facility.

Staff Development:

• Attend and participate in in-service, workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.

• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

• Attend and participate in annual OSHA and CDC in-service training programs for hazard communications, TB management, and blood borne pathogens standard.

Safety and Sanitation:

• Ensure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc. Report violations to the Administrator.

• Follow all established safety procedures and precautions when operating office equipment.

• Follow established regulations governing the use of labels and MSDs for hazardous chemicals within the departments.

• Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

• Report all unsafe/hazardous conditions to your supervisor immediately.

• Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean and safe sanitary manner.

Equipment and Supply Functions:

• Ensure administrative supplies have been replenished m work areas as necessary.

• Use office supplies in an effective manner to avoid waste.

• Request repairs for office equipment as necessary.

• Ensure that work/assignment areas are neat, clean, and office equipment is covered before leaving such areas on break, end of workday, etc.

Resident Rights:

• Maintain confidentiality of all resident information.

• Knock before entering a resident's room.

• Ensure that the resident's 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.

• Ensure that current state survey results are maintained in the Receptionist area and are available to residents and others.

Other Duties:

• Other duties as assigned.