SUMMARY OF DUTIES:
An employee in this position is responsible for the operations of the front desk, communicating information to residents and staff, answering the phones, greeting residents, visitors and the general public in a Home for Aged (HFA) Assisted Living and Memory Care environment. This employee is responsible for the planning, organization and administration of the transportation services of the community. An employee in this position works under the supervision of the Executive Director.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES
Greet and welcome all residents, visitors, staff and general public by telephone, in-person and email in a friendly, courteous and professional manner; promptly answer and/or transfer all telephone calls, take complete and accurate messages, distribute incoming faxes. Assist residents and visitors with requests and questions they may have; develop and maintain an open relationship by offering encouragement and support floor staff to residents of the community through regular interaction and care support.Communicate information daily to staff and leadership team regarding resident and community changes, updates, notices; maintain the resident information and occupancy boards and front lobby bulletin board.Coordinate community wide emails/mailings to residents, families and staff as needed.Monitor cleanliness and organization of the front office and lobby areas; maintain a tracking system for security badges and monitor use/replace lost badges.Provide general information about the community to interested persons and escort them on a tour of the community when the ED is not available.Assist members of the Leadership Team as requested (i.e. community activities/events, quarterly newsletter, marketing events/flyers, form development, etc..Maintain front desk and other community files; oversee storage of files at year end. Monitor inventory of office supplies, marketing materials, printed forms and promotional products; monitor office equipment; liaison for office machine maintenance/repair; report to ED needed equipment/repairs for the front office.Maintain the community master key box and maintain a log of all community keys; track all staff whom have been issued key to the community and follow-up on missing keys; maintain resident and employee key databases.Prepare deposits from monies collected and contact residents regarding missing payments; maintain community credit card receipts and follow-up when necessary to obtain missing receipts; reconcile petty cash each month. Maintain community's van transportation schedule/availability; oversee scheduled maintenance of community van; monitor vehicle cleanliness; function as contact person for vehicle vendors and ensure services/supplies are provided as contracted.Knowledge of location of community's Disaster Manual and Material Safety Data Sheets (MSDS) and the reporting system specified in the Right to Know policy; awareness of general safety, environmental, and infection control procedures; familiar with PPE (personal protective equipment) and universal precautions. Excellent attendance, timeliness in reporting to work, and discussion of all absences, injuries and illnesses with supervisor; attendance at professional seminars and community activities.Attend minimum of 10 in service training programs per 12 month period.Perform other related duties as assigned.POSITIONS REQUIRMENTS - KNOWLEDGE, SKILLS, ABILITIES
Ability to perform necessary functions and job responsibilities of the reception and transportation staff; ability to drive multi-passenger vehicle safely and appropriately through the use of defensive driving techniques.Knowledge of assisted living principles and state regulations; knowledge of computer PC operations and software e.g. Microsoft Works including Word, Excel, Outlook, etc; creativity and ability to design visual graphics creativity and ability to design visual graphics.Familiar with community's alarm/security system to ensure security of building.Ability to be flexible, solve problems/conflicts effectively and in a calm, sensitive manner; carry out oral and/or written instructions and act independently to follow through on completion of a task; ability to react quickly and decisively in the event of an emergency.Ability to provide written short and long term goals designed to achieve department goals and evaluate progress toward goals; good organizational and prioritization skills.Affinity for seniors and genuine care regarding their well-being with an ability to maintain appropriate attitude and conduct for the welfare of residents; demonstrate an appreciation of the heritage, values, and wisdom of the resident and an understanding of their rights, the aging process and diseases of the elderly. Display honesty, integrity, dependability; and ability to work as a team member; posses good leadership and interpersonal skills and maintain a positive attitude toward employment; able to communicate effectively and maintain confidentiality of employee and resident information in compliance with HIPPA regulations.Reliable transportation to work with flexibility to work on any day of the week, any designated shift. Ability to identify own personal strengths and weaknesses and discuss with supervision.Satisfactory references, background check, drug screen, pre-employment physical and current PPD(or chest x-ray) for tuberculosis. EDUCATION & EXPERIENCE
- Associates Degree in Business or related field (Preferred, Not Required)
- Must possess and maintain a safe driving record and valid driver's license in the State of Michigan.
- Previous supervisory experience. (Preferred, Not Required)
PHYSICAL EQUIREMENTS AND WORK ENVIRONEMENT
Work is performed in a residential community setting; may require attendance at evening and/or weekend events/hours of operation.Speaking and hearing required to perform job responsibilities; reading/writing; understand verbal and written directions and communicate verbally. Employee must be in good physical health and have the ability to climb, balance, kneel, crouch, reach, walk, sit, lift, grasp, perform repetitive motions involving bending, twisting, stooping, pushing, pulling, fingering, wrist motions and foot operations; ability to stand for an extended period of time without significant rest period; possess the strength/stamina to life more than 50 lbs. with assist.
