Job Description

POSITION SUMMARY: Provides Front Desk services ensuring excellence in customer service to Blue Skies of Texas residents, visitors, contractors and staff members while maintaining strict security guidelines to ensure a safe and enjoyable environment.

GENERAL REQUIREMENTS: Ability to work with only general supervision, exercise mature judgment, and be detail-oriented and able to function in an environment with frequent interruptions requiring multiple tasks being performed simultaneously. Must work harmoniously in a team environment and provide excellent customer service to The Mission residents, visitors, contractors, employees, and management. Incumbent must be able to interact in a professional manner at all times with callers, walk-in visitors, and all customers visiting the facility, as well as maintain confidentiality and high ethical standards. Excellent telephone etiquette and customer service skills are musts, as well as the ability to speak, read, write, and follow verbal and written instructions in English.

EDUCATION AND EXPERIENCE: REQUIRED: High school diploma or equivalent. PREFERRED: At least one year of office, clerical, or secretarial experience. Some college hours or trade school training in business or a related discipline is desirable.

EQUIPMENT AND COMPUTER OPERATIONS: Working knowledge of Microsoft Office suite of products (Word, Excel, PowerPoint, and Outlook). Possess data entry skills with a minimum typing speed of 35 wpm. Will operate multi-line and multi-station telephones and operate general office equipment. Will operate specialized equipment to include laundry tagging equipment. Training will be provided to familiarize incumbent with related equipment to ensure safety and proper operation during use.

CERTIFICATES, LICENSES AND REGISTRATIONS: None.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Assists the Office Manager in ensuring a professional, courteous first impression of The Mission facility

• Greets residents, guests, and visitors and assists them with questions, directions, transmitting documents, making copies, and answering requests for information

• Answers incoming phone calls using effective customer service skills and forwards calls, as appropriate

• Ensures areas under Front Desk control remain secure and in good order, including limiting unauthorized visitors beyond established points

• Responds to fire alarm panel notifies Maintenance Coordinator and directs staff to emergency location in accordance with established procedures

• Assists the office manager in maintaining strict accountability of all cash, check and credit card payments that are then to be reconciled and submitted weekly to Finance Department as well as assists in the reconciliation of debit and gas card purchases to be submitted to Finance on the last day of each month

• Ensures internal mail is picked up from Executive Offices daily and distributed accordingly along with facility mail and packages

• In accordance with facility internal control procedures, accesses facility safe to hold and account for resident valuables

• Provides administrative and clerical support as needed

• Replaces toner cartridges in facility machines

• Maintains Administrative Office area, to include kitchenette, in a neat and organized manner

• Acts under the guidance and supervision of the Office Manager to ensure accurate and timely administrative support as requested to include, but not limited to:

• Updating office phone extensions, staff and resident directories to include notification to Independent Living of any Mission department changes

• Responding to requests from residents regarding maintenance or housekeeping needs, coordinating same with the Maintenance and Environmental Services departments, and entering service requests into the work order system

• Processing resident concerns, grievances, and missing items reports

• Assisting in completing resident billing for incidental resident charges

• Preparing employee recognition correspondence for the Administrator

• Serving as backup for all ordering to include, but not limited to: office, linen, housekeeping and medical supplies

• Scheduling and attending to set-up of all meetings to include those requiring laptop, projector, microphone, etc.

• Assisting with the direction of the Environmental Services department personnel at The Mission in the absence of the Office Manager

• Assisting Activity Coordinator with labeling of clothing and obtaining resident photos

• Assisting Admissions Case Manager with organizing welcome bags and new resident welcome binders

• Submitting work orders to Maintenance as requested from residents and staff

• Submitting work requests to Information Technology and Records Disposition Contractors for facility departments

• Maintaining Medical Waste pickup receipts and schedules as needed

• Creating and posting employee reminders, flyers, and memos as directed

• Performs other duties as assigned by Supervisor

DIRECT REPORTS: None.

INTERNAL CONTROL: Within the scope of position duties, responsible for seeing operations are effective and efficient, assets are safeguarded, and compliance with applicable laws, regulations, policies and procedures is maintained. This position will handle confidential information and must treat such with appropriate sensitivity.

PHYSICAL/ENVIRONMENTAL DEMANDS: Work is generally performed indoors in a climate-controlled office setting. Occasional lifting and transfers of light loads of less than 30 pounds required. Bending, squatting and reaching are necessary, as well as maneuvering in and between buildings, offices, and Blue Skies' facilities and grounds. Few environmental hazards are present, although the threat of communicable disease exists. Mild cleaning products, waxes, and soaps are used in the immediate area. Mild pesticides are used periodically to control pest infestation.

WORK SCHEDULE: Due to the type of operation, Blue Skies of Texas operates a 24-hour a day/7-day a week Front Desk operation. Schedules can vary from day, night, weekend, and rotating shifts. Schedules are subject to change as needed to provide adequate coverage and Desk Clerks are expected to be able to work alternative shifts. Special projects, events, or assignments may require working additional hours to include evenings, weekends, and holidays.

WORK LOCATION: Most work will take place at The Mission at Blue Skies of Texas East.

ATTIRE/DRESS CODE: Business casual attire is appropriate for this position. Uniform shirts will be provided. Blue Skies' employee ID badge or name tag must be worn at all times while on duty. See employee handbook for specific guidelines. It is the intention of Blue Skies of Texas to ensure that employees maintain a neat and professional appearance at all times while on duty.

RANGE OF PAY: Dependent upon qualifications and experience, with the intent to be competitive within the market.

JOB POSTED BY APPLICANTPRO