Reports To: Administrative Assistant/Business Office Manager
Celebrating the ART of life at all stages through managed Retirement, Independent Living, Assisted Living and Alzheimer communities by anticipating and
meeting residents' needs with the highest levels of expertise, compassion, and quality care.
Employees of Artēgan Communities are considered a Member of the Artēgan family so will hereafter be referred to as Member(s) in all Artēgan documents.
This position is often the first person who is encountered when visitors enter the Community. As such, it is primary that all persons who come to or pass by the
front desk are greeted in a warm and professional manner. The receptionist is responsible for answering Community telephone, greeting
guests/visitors/residents who come to the front desk, assuring that all visitors to the Community sign in and sign out, providing basic directions, and assuring
that the First Impressions Standards are followed at all times. The receptionist may perform specific business office functions as designated by the Community
Administrative Assistant/Business Office Manager (AA/BOM) or the Executive Director (ED).
Essential Job Functions:
Listed below is an outline of the essential job function requirements. This listing of essential job function expectations in no way implies that a Member is
expected to do the physical abilities specified on a daily basis. It is simply a definition of the physical expectation requirements should the need arise. All
Members with Receptionist Responsibilities are expected to be able to meet or exceed the essential job function requirements.
- Be a team player and behave in a professional manner at all times while in the course of employment and/or on the Community premises.
- Avoid sharing personal information with residents and/or their family members.
- Physically able to lift up to 35 pounds on a frequent basis and 70 pounds on an occasional basis.
- Physically able to carry up to 10 pounds on a frequent basis and up to 35 pounds on a rare basis for up to 100 yards.
- Physically able to stand/walk up to 20% of the workday.
- Physically able to sit up to 95% of the workday.
- Physically able to climb stairs and climb onto and off of a three-step stepstool
- Physically able to twist, bend, stoop, crouch and kneel occasionally to frequently throughout the workday.
- Physically able to handle, grasp and reach occasionally to frequently throughout the workday.
- Able to hear and speak as necessary to communicate with residents, prospective residents and their families, coworkers, visitors and guests.
- Able to see as necessary to do their job safely.
- Be honest, trustworthy, patient, dependable, and courteous.
- Observes the practices of dignity and hospitality with respect to residents, families, visitors and community personnel.
- Demonstrates sound judgment and initiative in decision-making, priority setting, and assisting in achieving community expectation.
- Able to work well with others and be able to follow instructions (oral and written) accurately, timely and efficiently.
- Maintains a professional appearance while on-site and/or in the course of employment.
- Be drug and alcohol free and have a clean police record. May be subject to random or specified drug and alcohol screening (see Member Handbook).
- Be free of communicable diseases.
- All Members are required to be awake and alert during their entire work shift. Sleeping on the job site is unacceptable, even in Community break rooms.
- Members may be paid for meal breaks when they are required to be on-call, such as night shift or Members accompanying residents on outings.
- Members who are paid for lunch periods due to being on-call during lunch and breaks may not leave the Community during paid break/meal times. If this paid meal break occurs during a resident outing, the Member must stay with the residents during the paid meal break.
Duties and Responsibilities:
Listed below is an outline of the duties and responsibilities that the Member may be required to perform. This listing of expectations is not to be construed as
an all-inclusive list and in no way states or implies that these are the only duties the Member will be required to perform.
- Provide secretarial support for the Community as requested by the AA/BOM or ED.
- Answer telephones per Artēgan first impression standards, route calls and take and relay messages as appropriate.
- Assist the AA/BOM or ED with projects/duties as requested. These duties may include, but are not limited to;
- Completing reference checks on prospective employees.
- Preparing blank resident charts for new move-ins.
- Generating requested reports.
- Assisting with invoice processing and/or bank deposit processes.
- Assisting with new resident and departing resident paperwork.
- Monitor Member attendance.
- Assisting with payroll processing.
- Conduct tours for potential residents, family members, community members, etc. as requested.
- Maintain a resident roster, which also indicates the resident's unit number and personal telephone number.
- Order office supplies and maintain an inventory.
- Ensuring that Community Lobby is clean and presentable with fresh water and coffee supplies.
- Must greet and direct all visitors in a professional manner.
- Type letters, memos, minutes, notices, etc. as requested.
- Sort and distribute incoming mail, packages, correspondence.
- File business office material as requested.
- Fax and/or copy material/correspondence as requested.
- Address and stamp outgoing mail as requested.
- Provide blank job applications to persons seeking employment.
- Maintain positive Member relations.
- Assist with keeping all records up to date for business office personnel (such as time cards, attendance records, performance evaluations, training documents, etc.) as requested.
- Follow up on job assignments to assure completion on a timely basis.
- Respond to resident, family and coworker concerns in a timely manner, including reporting the concerns to the appropriate supervisor/manager.
- Observe the practices of dignity and hospitality with respect to residents, families, visitors and community personnel.
- Attend mandatory in-services.
- Attend meetings as requested/required by the AA/BOM or ED.
- Observe and maintain the confidentiality of residents, resident's family members, community members, coworkers, etc., as needed/required.
- Possess the ability to represent the Artēgan "Celebrating the ART of Life" philosophy to residents, their families, visitors, government agencies, vendors and the general public.
Education and Special Requirements:
High School Diploma or equivalent.
- 1 year practical secretarial or similar experience. Accounting experience a plus.
- Able to work efficiently in spite of possible constant interruptions.
- Able to multi-task.
- Able to fluently speak, write, read and understand English.
- Able to write effective and accurate reports and correspondence.
- Be highly organized and ability to pay attention to detail(s).
- Professional in appearance and demeanor.
- Have excellent interpersonal skills
- Have outstanding customer service attitude and demeanor.
- Able to add, subtract, multiply and divide in all units of measure and while using whole numbers, common fractions and decimals.
- Prefer previous experience in a health care setting.
- Have excellent work habits/work ethic.
- Displays a genuine interest in the needs of the aged.
- Able to relate positively, effectively and appropriately with residents, families/surrogates, community members, contractors and all levels of personnel.
- Self-motivated and well organized.
- Demonstrates integrity, imagination and initiative while showing appropriate manner and conduct.
- Have ability and desire to relate well to persons of varying backgrounds, abilities and expectations.
- Have required background check with no convictions in violation of applicable state/federal laws and no disqualifying events.
- Must be bondable.
- Understands and works at all times with Standard Precautions and prevent the spread of infections and disease.
- Becomes familiar with and follow Community Standards of Excellence, policies and procedures.
- Able to work independently, make appropriate decisions in emergencies and safeguard resident safety and wellbeing while on duty.
- May be subject to falls, exposure to odors, etc. including the potential exposure to HIV and Hepatitis B viruses.
- The Member may be exposed to resident's domestic pets (dogs, cats, birds, etc.).
- May be required to have a negative COVID-19 test on file.