Posted by LeadingAge Washington
October 2009
(Community)
Job Description
Name:
Job Title:
Department:
Reports To:
FLSA Status:
Prepared By:
Prepared Date:
Revised Date:
Receptionist
Administration
xxxx
Nonexempt
Updated by xxx
May 12, 1997
February 15, 2008
SUMMARY: In accordance with established policies, procedures and goals of the (Community), the
receptionist receives incoming calls, determines nature of business, and forwards calls to appropriate
person/department. Welcomes all visitors and directs them to appropriate person/area, and provides some
clerical support.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned.
1.
Answers in-coming telephone calls using a multi-line telephone system for the (community)
departments, directing caller to appropriate individual or department. Transfers call to voice mail
system or records contact information using written format, and signs/delivers message
appropriately.
2.
With xxx, coordinates telephone voice mail system requests for service, training and maintenance.
Assists voice mail users with questions regarding proper system use.
3.
Creates and maintains an atmosphere of hospitality and welcome in the reception area.
4.
Greets visitors, informs appropriate party. Receives requests from within the facility and locates
staff or through paging system. Ensures that guests/visitors abide by existing rules and refuses
admission to persons as directed. Immediately reports suspicious persons/information to xxxxx
5.
Monitors presence and location of vendors and visitors in the facility and issues and collects
identification badges as vendors/contractors/visitors sign in/out.
6.
Receives inquiries and releases information in accordance with established policies and procedures.
7.
Assists with mail for (community): pre-sorts and processes mail, routes periodicals, posts all
outgoing mail (letters and packages), takes out-going mail to post office and assists Sisters in
posting their mail.
8.
Provides some secretarial support to xxx Departments requested and/or approved by the xxxx(i.e.
memos, Development Office mailings, and funeral announcement mailings, typing, filing, copying,
etc.).
9.
In cooperation with the xxx, plays a key role in assisting in communicating changes, updates, or
new policies and procedures to other members of the reception team.
10. Maintains current published lists (i.e., daily census, telephone extensions, Sisters’ census room data,
security information, etc.).
11. Responds to fire alarms by executing appropriate procedures per fire safety procedure.
12.
13.
14.
15.
16.
Receptionist-Secretary
Page 2 of 3
Unlocks front entrance weekday mornings, and follows morning voice mail procedures to retrieve
messages and unforward phone lines, etc.
Maintains cloakroom and keeps receptions area clean and organized.
May be asked to train on-call or part-time receptionists.
Adheres to all policies and procedures regarding employee safety, universal precautions, and
accident prevention.
Performs other duties as assigned by xxxxx.
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills,
and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
Education:
Experience:
Minimum high school education, some course-work taken in office administration
preferred.
One to two years of previous job experience performing reception and secretarial
responsibilities or similar experience. Must have intermediate skills in word
processing, preferably Microsoft Word.
Skills, Knowledge and Abilities:
1.
Ability to use telephone, voice mail, and paging systems accurately.
2.
Able to record phone numbers accurately and utilize proper spelling and grammar techniques for
recording phone messages and instructions for/by others.
3.
Ability to use postage meter and do bulk mailings.
4.
Prefer experience with Microsoft Excel and e-mail systems.
5.
Is knowledgeable of receptionist practices, procedures, and guidelines.
6.
Able to maintain a pleasant manner and deal tactfully with staff, family members, visitors, and the
general public.
7.
Possesses good oral communication skills: tact, clarity of speech and patient demeanor.
8.
Able to use proper grammar in speech and writing.
9.
Able to record phone numbers accurately and utilize proper spelling techniques for recording phone
messages and instructions for/by others.
10. Ability to demonstrate high ethical and professional standards with sensitivity to confidentiality.
11. Able to adapt to changes and to accept frequent interruptions during course of work being
performed.
12. Able to use good judgment in responding to a variety of personalities and situations.
13. Able to work independently while keeping xxx and/or team members informed on
projects/assignments.
****
1.
Respects the mission and charism of the (community).
2.
Ability to work in a holistic manner with xxxx in their “wisdom years” and some who may be ill,
disabled, or suffering from dementia.
3.
Ability to relate in a mature manner with supervisor: asking for assistance when needed, and
keeping supervisor informed appropriately of all pertinent manner.
4.
5.
6.
7.
8.
9.
Receptionist-Secretary
Page 3 of 3
Ability to read and comprehend basic instructions, short correspondence or memos and have the
ability to write basic correspondence.
Ability to follow universal precautions.
Ability to work collaboratively with other staff members.
Able to be on time, observe break and lunch times, organize daily routine to fulfill tasks while
balancing with a friendly, caring attitude.
Ability to respond to emergencies appropriately and calmly.
Able to maintain confidentiality of sensitive information. Displays personal integrity.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this job. The employee is expected
to use proper body mechanics and appropriate assistive devices.
This position is considered sedentary work and has a light degree of physical demands. Constantly sits
for 6 to 7/hrs out of an eight-hour day. Occasionally stands/walks up to 3 hrs/day on various surfaces.
Occasionally lifts/carries no more than 10 to 15 pounds of mail envelopes and boxes and pushes/pulls
desk/file drawers. Occasionally bends when retrieving files. Frequently reaches at shoulder levels when
directing visitors, using communication systems and retrieving supplies. Constantly handles/grasps when
using writing instruments. Occasionally uses fine finger manipulation while keyboarding.
ENVIRONMENTAL FACTORS: Building not air-conditioned. Cold drafts experienced in the work
area in winter months as it is near the main entrance.
MACHINES, TOOLS AND EQUIPMENT: Computer/E-mail, multi-line telephone, voice mail, and
postage meter.
HOURS: Full-time; 8:00 a.m. – 4:30 p.m. Takes mail at 4:15.
ACKNOWLEDGEMENT
I have read this job description and fully understand the requirements set forth therein. I hereby accept
and agree to perform the identified essential functions in a safe manner and in accordance with the
facility’s established procedures.
Employee Signature
Date
Supervisor Signature
THIS JOB DESCRIPTION DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT.
Date