TITLE: RECEPTIONIST/BOM ASSISTANT

SUPERVISOR: BUSINESS OFFICE MANAGER

BASIC FUNCTION:

The Receptionist/BOM Assistant is responsible for answering the facility telephones, typing, data entry, filing and following the directions of the Business Office Manager. The Receptionist/BOM Assistant is responsible for adhering to current applicable federal, state and local standards, guidelines, laws and regulations. Must maintain high levels of confidentiality related to all information regarding clients, staff and the facility.

DUTIES/RESPONSIBILITIES:

1. Receive and follow schedule and instructions from your supervisor and as outlined in our established policies and procedures.

2. Develop and maintain a good working rapport with interdepartmental personnel, as well as other departments within the facility to assure that services and activities can be properly maintained to meet the needs of the facility.

3. Pleasantly greet and direct incoming visitors to appropriate area.

4. Promptly answer the facility’s multi-line telephone in a friendly, cheerful and pleasant manner and in accordance with the facility’s Telephone Etiquette Policy, direct calls to the appropriate staff and take and deliver accurate telephone messages.

5. Run errands as needed for facility business.

6. Perform typing, filing, copying, computer data entry and word processing functions in an accurate and efficient manner.

7. Sort and distribute incoming mail.

8. Ensure outgoing mail is ready for pickup.

9. Maintain general cleanliness and organization of the Business Office at all times.

10. Assist the Business Office Manager with various clerical duties and activities, as needed or directed by the Business Office Manager.

11. Cross-train with the Business Office Manager to assure backup to this position in the event of absence or vacation.

12. Maintain files on all vendors.

13. Post deposits, disbursements and adjustments to the Resident Trust Fund accounting records.

14. Prepare reconciliations of the Resident Trust Fund.

15. Distribute Resident Trust Fund Statements.

16. Respond to inquiries regarding account balances.

17. Ensures the facility complies with laws/regulations of reporting abuse and neglect of clients to appropriate agencies.

18. Perform any other duties as directed by your supervisor and/or administrator.

SUPERVISION RECEIVED:

Supervised by the Business Office Manager

SUPERVISION EXERCISED:

None

EXPOSURE RISK:

The Receptionist/BOM Assistant is at minimal risk for exposure to blood and body fluids.

EDUCATIONAL REQUIREMENTS:

Must possess a high school diploma or equivalent.

EXPERIENCE:

Must be able to type forty (40) words per minute, with less than four (4) errors over a five-minute test. Preferably has one (1) year of general office experience, or graduate of an approved office/secretarial training program.

WORKING CONDITIONS:

1. Sits, stands, bends, lifts and moves intermittently throughout the workday.

2. Subject to frequent interruptions.

3. Attends ongoing educational experiences pertaining to the position and/or required for licensure/certification of the profession.

4. Willingness to work beyond normal working hours 8-5, weekends, holidays, and in other positions temporarily, when necessary.

5. May be subject to infectious diseases, substances, contaminated articles, etc., including the potential exposure to HIV and HEPATITIS B viruses.

6. Subject to falls, cuts, bruises, burns from equipment, odors, etc., throughout the working day.

7. Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc.

8. Generally will work in an air-conditioned, heated and ventilated building and may work outdoors.

SPECIFIC REQUIREMENTS:

1. Must be able to read, write legibly and speak the English language in an understandable manner.

2. Role model professional behavior by performing and/or assisting other staff, supervisors, peers, residents and consultants in an effective, cooperative manner at all times.

3. Possess the ability to make independent and competent decisions when circumstances warrant such action.

4. Must be of good morale character.

5. Must possess the ability to deal tactfully with all consumers, personnel, residents, families, visitors and the general public. Must be a minimum of 18 years of age and of good moral character.

6. Must be able to follow written and oral instructions.

7. Must have the ability to work harmoniously with other personnel and be willing to manage persons of various maturity and cognitive abilities.

8. Must possess basic knowledge and skills of Microsoft Windows.

9. Must be able to communicate effectively with staff and when representing the facility.

10. Must maintain confidentiality, have flexibility, personal integrity and the ability to work effectively with personnel, regional and corporate consultants, vendors, residents and support agencies.

11. Must demonstrate emotional stability.

12. Ability to minimize waste of supplies, misuse of equipment, etc.

13. Possess the ability to seek out new methods and principles and be wiling to incorporate them into existing practice.

14. Must be able to be insured through the facility’s vehicular insurance.

15. Be able to attend out-of-town meetings which may require air travel and overnight stay.

PHYSICAL AND EMOTIONAL REQUIREMENTS: (With or without the aid of mechanical devices)

1. Must be able to move intermittently throughout the day.

2. Must be able to read, write and speak the English language in an understandable manner.

3. Must be able to cope with the mental and emotional stress of the position.

4. Must possess sight and hearing senses, or use prosthetics that will enable those senses to function adequately so that the requirements of the position can be fully met.

5. Must be in good general health and demonstrate emotional stability.

6. May be required to lift, push and pull. Must be able to lift at a minimum 25 pounds without assistance

7. Must function independently without direct supervision, have personal integrity, have flexibility and the ability to work effectively with other personnel.

8. Must have personal integrity, have flexibility and the ability to work effectively with others.

9. Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times, hostile persons including residents, family members, visitors, etc.

10. Must maintain a neat, clean and professional appearance.

11. Must be in good general health and demonstrates emotional stability.

12. Must be able to operate office, business and accounting machines.

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