Job description
POSITION TITLE: ReceptionistSUMMARY Provide clerical support; organize and maintain resident, personnel marketing and resource files; answer telephones; greet guests; respond to residents' requests and assist in coordination of services to residents; assist in providing services to residents, families and guests.
Maintain accounts receivable, accounts payable, payroll, general ledger, and various spreadsheets to track or create information needed for analysis of operations.
REPORT TO
ESSENTIAL JOB 1. Answer telephones and respond to residents' requests.
RESPONSIBILITIES 2. Assist staff in providing and coordinating services to residents,
families and guests.
3. Assist residents and staff in solving problems if asked.
4. Maintain the daily resident log and visitor log.
5. Prepare correspondence and other forms/documents needed for
daily operations and marketing.
6. Organize office functions and flow of communication.
7. Duplicate and distribute information.
8. Compose and edit written documents to ensure correct spelling
and grammar.
9. Maintain office supplies and identify needed supplies to Associate Administrator.
10. Create and maintain an environment for residents, families and
guests that is customer-friendly and that values and respects the
uniqueness of each individual.
11. Conduct tours in the absence of the Administrator.
12. Sort and distribute mail to individual mailboxes if needed.
13. Maintain Accounts Receivable: invoice customers, post payment
of invoices, track non-routine and miscellaneous services for
which residents, employees or vendors should be billed or
credited, deposit invoice payments at bank if so asked.
14. Maintain Accounts Payable: pay vendors as authorized by Administration.
15. Maintain Payroll processing: calculate hours on employee time
cards, provide information as directed, post wages to general ledger if necessary.
16. Maintain personnel files and personnel reports.
17. Maintain General Ledger: post recurring entries, post accrual and
prepaid entries according to schedules prepared by accountant,
post adjusting entries as directed by accountant.
18. Reconcile accounts monthly.
19. Monitor cash flow and account balances.
20. Prepare operational reports, if directed by management team.
21. Prepare monthly financial statements if asked.
22. Organize and compile reports and data required for meetings and annual audit.
23. Carry out other duties as assigned by Management Team.
WORKING 1. Adhere to and carry out all policies and procedures.
BEHAVIORS 2. Establish and maintain constructive working relationships with
coworkers, residents, families and visitors.
3. Maintain confidentiality of verbal and written information
pertaining to residents, facility operations and personnel.
4. Promote The Sentinel of Port Jervis in a positive way.
5. Promote teamwork in providing services to resident.
KNOWLEDGE 1. First Aid & CPR
EXPECTATIONS 2. Fire and safety procedures
3. Knowledge of and ability to operate and maintain equipment:
FAX machine, calculator, photocopier, telephone, computer and
printer
WORKING 1. Heated/Air-conditioned, well-lit facility with minimal barriers
CONDITIONS 2. Repetitive motion with use of computer and typing
3. Occasional weekend work
4. On call on a rotation schedule
5. Extended sitting for up to 2-3 hours
QUALIFICATIONS 1. Advanced knowledge of bookkeeping beyond high school or
equivalent work experience
2. Excellent customer service skills
3. Knowledge of or willingness and ability to learn computer
programs used in this facility
4. Proficiency in keyboard and data entry skills and ability to use
ten-key calculator (preferably by touch)
5. Ability to perform mathematical calculations accurately and at a
12th-grade level
6. Organizational skills
7. Effective problem-solving skills
8. Experience or interest in working with older adults
9. Cheerful personality and creativity
10. Mature and friendly approach
11. Reading, comprehension and writing ability at 12th-grade level or
higher
STANDARDS 1. Residents always come first, and their needs will be met unless
there is a conflict with the needs of others or the organization as a
whole.
2. Employees will not work under the influence of mood-altering or
illegal drugs or alcohol.
3. Neat appearance, adherence to the dress code and good personal
hygiene are expected.
4. Must be available for all training and in-service sessions.
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