Administrative Assistant/Receptionist

Location

Westminster, MD | United States

Job description

PURPOSE OF POSITION:  

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

DELEGATION OF POSITION:  

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

POSITION RESPONSIBILITIES:  

Every effort has been made to identify the essential functions of this position. 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 an essential function of the position.  

DUTIES AND RESPONSIBILITIES OF POSITION:  

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.  

Working Conditions:  

Works in office areas as well as throughout the facility and its premises. Moves intermittently during working   hours. Is subject to frequent interruptions. Is involved with residents, family members, personnel,   visitors, government agencies/personnel, etc., under all conditions/circumstances. Is subject to hostile and   emotionally upset residents, family members, personnel, and visitors. Works beyond normal working hours and on weekends and holidays when necessary. Is subject to call-back during emergency conditions (e.g.,   severe weather, evacuation, post-disaster, etc.). May be involved in community/civic health matters/projects .  Attends and participates in continuing educational programs. Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants, is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses. May be subject to the handling of and exposure to hazardous chemicals. Communicates with the medical staff, nursing personnel, and other department supervisors. Maintains a liaison with the residents, their families, support personnel, etc., to ensure that the residents’ needs are continually met.  

Education Requirements:  

Must possess as a minimum, a 12 lh grade education or its equivalent.  

Experience:  

Must have, as a minimum, 6 months of clerical/secretarial experience. Ability to type and use general office equipment is required. Computer skills required. Must possess a working knowledge of the rules and regulations that govern long-term care operational standards.  

Specific Requirements:  

Must be able to read, write, speak, and understand the English language. Must possess the ability to make independent decisions when circumstances warrant such action. Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public. Must possess the ability to work harmoniously with other personnel. Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures of the facility. Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff, and visitors based on whatever maturity level at which they are currently functioning. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices. Must be able to maintain good personnel relations and employee morale. Must be able to read and interpret financial records, reports, etc. Must be knowledgeable of computer systems, system applications, and other office equipment. Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, residents, family members, visitors, and government agencies/personnel. Must not pose a direct threat to the health or safety of other individuals in the workplace.  

Physical and Sensory Requirements: (With or without the aid of Mechanical Devices) 

Must be able to move intermittently throughout the workday. Must be able to speak and write the English language in order to communicate with residents and understand their requests. Must be able to cope with the mental and emotional stress of the position. Must possess sight/hearing or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met. Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies. Must meet the general health requirements set forth by the policies of this facility. Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and at times hostile people within the facility. May be necessary to assist in the evacuation of residents during emergency situations. Must be able to push, pull move and/or lift a minimum of 25 pounds to a minimum height of 6 feet, and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.  

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