Receptionist Full Time Night Shift/ Part time Weekend

JOB SUMMARY: $10- $13.00 Full time 4pm-10pm M-F | Part time Sat & Sun 10am-6pm

The primary purpose of the Receptionist/Office Assistant position is to provide excellent customer service to our external public and clerical support for the administrative needs of the facility and to assure resident safety.

JOB DUTIES & RESPONSIBILITIES: 

Public Relations Functions

• Assist guests with entering/exiting facility.
• Greet the public in an inviting and friendly manner.
• Offer refreshment, engage in light conversation and fulfill visitors’ requests as necessary.
• Answer a multiple line telephone and direct callers to the appropriate person or department.
• Take accurate messages and route to appropriate person/department.
• Escort visitors, if necessary, to resident rooms or other areas of the facility.
• Provide general information, directions, etc. about the facility and services to visitors, guests, residents, vendors, etc.
• Ensure guests/visitors abide by existing rules and refuse admission to persons as directed and necessary.
• Report suspicious persons/information to supervisor immediately.
• Screen disgruntled vendor, family member and associate calls and direct them to the appropriate person.
• Assist in orientation of new associates as directed.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

·         Enter monthly ancillaries for labs, radiology, pharmacy charges, etc. (follow up with vendors to ensure this information is sent timely and prior to close - typically on the first working day of the month)

·         Reconciliation and management of facility petty cash

·         Reconciliation and management of the resident trust fund petty cash

·         Distribute funds to residents following facility and governmental guidelines

·         Open mail daily and distribute

·         Batch checks received in the mail and from families daily and scan to AR Mailbox and to Vanguard Cash for corporate posting if payments toward account balances, then scan payments into the appropriate account using the check scanner. (resident trust fund - Simply Deposit, payments for patient account balances - Pinnacle Bank)

·         Manage RFMS and complete necessary forms for completing representative payee for Social Security

·         Process and send resident trust fund statements quarterly or when requested by the family

·         Provides assistance to the Administrative team in special assigned projects.

·         Perform general secretarial and administrative duties as required by the Administrator team.

·         Maintain a productive working relationship with the medical professionals and other health related facilities and organizations.

·         Send re-authorizations for managed care.

·         Assist with admissions paperwork.

·         Assist with facility tours.

·         Submit HMO authorizations

·         Provide back-up assistance for Admissions and Business Office Manager.

 Administrative Support Functions

• Receive and follow reception schedule from your supervisor.
• Receive requests from within the facility and locate person through paging system.
• Receive, sort and distribute mail as directed.
• Operate copier, office machines i.e., fax, adding machine, calculator, etc. as directed.
• Operate computer as directed.
• Order officesupplies as directed.
• Assist department directors in administrative matters (i.e., typing reports, correspondence, etc.)
• Maintain a current file/listing of residents by name and room number, emergency phone numbers, members of on-call staff, department extensions, key staff extensions, etc.

 Meeting/Event Planning Functions

• Coordinate hotel, transportation meal arrangements as directed.
• Order and coordinate set-up for lunches for meetings or special events.

 JOB REQUIREMENTS: 

 Education

·         Must possess a high school diploma or GED equivalent.

·         Advanced education in secretarial skills or degree is desired.

 Experience              

·         Must have a minimum of six (6) months experience as a Receptionist, Office Assistant or similar position.

·         Must be able to type a minimum of 40 wpm.

·         Must be familiar with Microsoft Word.

·         Should be familiar with other Microsoft applications (i.e. EXCEL, PowerPoint, Publisher, Outlook)

·         Must be able to handle multiple tasks and perform well under pressure of deadlines.