Communications Clerk-On Call

Masonic Homes of California; Biltmore (SC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401K plan

Teamwork-focused environment

Job summary

The Communications Clerk at Masonic Homes of California provides friendly front desk service to our residents, their families, employees and friends while ensuring safety and protection of residents and property within established policies. The role embodies safety, personal connection, experience and efficiency in daily duties.

Responsibilities include greeting visitors, directing calls, handling mail, maintaining logs and coordinating clerical tasks to support operations across departments

Qualifications

• 1 year experience with multi-line telephone console or similar communications system
• Must be able to work under stress and relate to aging residents
• Knowledge of basic computer software and willingness to learn company systems

Responsibilities

• Greet and direct visitors in a friendly, helpful manner
• Direct incoming calls and messages to appropriate staff or residents
• Maintain daily logs, mail, deliveries and general clerical tasks
• Provide back-up support across departments as needed

Skills

Multi-line Telephone Console

Windows 7.0

Microsoft Office

Relationship building

Customer service

Concierge services

Ability to work under stress

Aging population empathy

Education

High School Diploma

Tools

Windows 7.0

Microsoft Office

Job description

JOB SUMMARY

The Communications Clerk is responsible for providing a friendly, warm, efficient, professional and reliable “front desk/concierge” service to our residents, their families, employees and friends of the Masonic Homes of California while also ensuring the safety and protection of our residents, employees and the Home's property within established policies and procedures. The Communications Clerk will embody the Masonic Homes mission statement by incorporating the four pillars of safety, personal connection, experience and efficiency into their job’s essential functions.

ESSENTIAL FUNCTIONS

Safety Pillar Looking for innovative ways to safely perform the job. Taking action to always put safety first. Taking personal responsibility for the safety of the staff and members you work with. Actively identifying areas to minimize individual and organizational risk. Using triage and risk assessment as tools for reducing organizational risk and providing appropriate service/care. Follow Covid-19 safety measure guidelines of Alameda County Public Health Department (ACPHD) and California Department of Public Health CDPH). Maintain a professional workspace: well-organized, lack of clutter, etc. Monitors safety devices, namely fire monitoring equipment, boiler and smoke detector alarms. In responding to an alarm, contacts the appropriate personnel and performs acts consistent with established Communication policies & procedures. Knowledge and understanding of role in emergency situation. Initiates a Notification of Temporary Absence form for residents who wish to leave the facility overnight. Reports equipment malfunctions and breakdowns as soon as possible. Remains at the Communication Center until relief for breaks, meal periods and end of shift arrives.

Personal Connection Pillar Treating everyone with courtesy and respect. Maintaining proper boundaries of communication. Being an active listener. Making an intentional effort to treat colleagues with the same courtesy and respect as I do with my clients/residents. Greet and direct visitors in a friendly and helpful manner. Directs incoming calls and messages to appropriate staff or resident. Assist residents with outgoing calls. Maintains good working relationship with co-workers. Cooperates and communicates with co-workers and establishes good working relationships with all departments.

Experience Pillar Being available. Communicating with care. Ensuring your areas has a welcoming appearance. Performing the job with excellence. Maintains daily log as appropriate. Answer all incoming calls to the Masonic Home of CA standard. Receive, coordinate, and distribute all mail and deliveries. Assist with general clerical and administrative functions as required. Projects a professional appearance: well-groomed, appropriately dressed.

Efficiency Pillar Supporting an environment of innovation that constantly seeks new tools and skills to meet our goals. Partnering with other team members in order to create an environment where together we meet our goals. Performing your role at the MHC efficiently and effectively so that members get the most out of their life experiences. Using time and resources wisely. Record accurate messages. Maintain stock of paper and other office supplies. Demonstrate multi-tasking abilities in telephone operation. Maintain a current file/listing of residents by name and room number, emergency phone numbers of on-call staff, department extensions, key personnel, etc. Create tickets through Worxhub for work orders, guest room/cot reservations. Arrange for UBER medical transportation & 24/7 resident volunteer drivers for airport run. Label newspapers for residents and staff for daily distribution. Maintain pertinent key and residents’ status logs, issue keys according to established procedures. Maintain accountability for keys. Provide back-up support for other departments as appropriate. Maintains regular attendance and arrives to work on time. Perform general office duties during low volume periods to include sorting, collating, copying and data entry. Maintain cash boxes (4). Sell meal tickets to employees and provide volunteers with free meal tickets Generate POS receipts and month end closing of POS. Provide backup assistance for Medical Billings’ essential functions. Assist Resident Relations department with general clerical admissions functions. Collating and copy admissions documents. Other duties as assigned.

OTHER – ACACIA CREEK Mailing services for Acacia Creek residents & staff. Answer phone calls forwarded after Concierge’s after hours i.e., from 11:00 pm to 8:00 am. Monitor Acacia Creek fire alarms. Open garage and entrance doors for visitors, residents and staff after Acacia Creek’s business hours. Arrange for transportation through people mover/employee shuttle to pick or drop off at Masonic Home or the lower lot.

SKILLS, ABILITIES AND EXPERIENCE 1 year experience on Multi-line Telephone Console (preferable but not required) Knowledge of computers, internet, and software applications including Windows 7.0 and Microsoft Office programs Skilled in building relationships with residents, staff, and family members Must be able to work under stress and to relate to aging persons Must have a pleasant disposition at all times Awareness of “Concierge Services”

EDUCATIONAL REQUIREMENTS/LICENSES/CERTIFICATES

Any combination of education and experience that would provide the necessary knowledge and abilities listed, typically: High School Diploma, College Degree or equivalent

Benefits

At the Masons of California and its related entities, you will have the opportunity to combine your passion for helping people and high ethical standards with opportunities to advance your career. In return for your skills and passion we offer: A work environment focused on teamwork and support for excellent care A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan The Masonic Homes of California is committed to helping individuals and families live safe, meaningful, and fulfilling lives. Guided by strong personal connections, continuous improvement, and the charitable values of the Masons of California, the organization focuses on delivering high-quality care, meaningful experiences, and community-centered support.