Receptionist - Part Time Nights and Weekends

Hallkeen-Assisted-Living-Communities; Gardner (MA); On-site; USD 33,000 - 42,000; Full time

Job summary

Hallkeen-Assisted-Living-Communities in Gardner, MA seeks a friendly, detail-oriented Receptionist to run the information/referral center for residents and staff. You will handle calls, greet visitors, manage messages, and provide accurate community information with a customer-first approach.

The role requires good reading/writing skills, basic math, and ability to operate telephones, fax and copy equipment. This is a non-exempt, full-time position with clerical duties and schedule flexibility.

Qualifications

• High school diploma or GED or related experience.
• Able to read and write simple instructions and memos; ability to present information clearly.
• Able to add/subtract two-digit numbers and perform basic arithmetic.
• Able to operate telephone, emergency call system, monitoring board or beeper, and photocopier.
• Must pass Criminal Background check for unlicensed employees per state requirements.
• Must provide medical certification confirming no communicable disease TB, at hire and annually.

Responsibilities

• Answers incoming calls in a cheerful, marketing-oriented way and forwards to appropriate staff.
• Retrieves messages from voice mail and forwards to staff.
• Takes and delivers messages or transfers calls to voicemail as needed.
• Provides general information about the community and directions to callers.
• Welcomes on-site visitors and notifies appropriate personnel.
• Coordinates guestroom reservations.
• Receives, sorts, and routes mail; maintains publications.
• Operates copy and fax machines; assists users; retrieves and routes faxes.
• Creates and prints cover sheets, memos, reports and other documents when needed.
• Performs other clerical duties such as filing, photocopying, and collating.
• Collects rent checks and meal-ticket money; provides information to the Assistant Executive Director.
• May perform other duties as assigned.

Skills

Communication skills

Customer service

Telephone handling

Office equipment operation

Documentation/clerical

Education

High school diploma or GED

Tools

Telephone system

Fax machine

Emergency call system

Photocopier

Job description

Description

Department: Administration

Reports To: Business Office Manager

Status: Non-exempt

Job Summary

Responsible for operating telephone/communication center and serving as the information/referral center for all residents, staff, and departments. Provides services and support to staff in a manner that meets or exceeds community expectations.

Duties and Responsibilities:

The following essential functions are the fundamental job duties of the position to be completed with or without appropriate reasonable accommodation.

• Answers incoming telephone calls in a cheerful and marketing oriented way, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers general questions about the community and provides callers with address, directions, and other information and refers other specific questions to appropriate staff.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Coordinates guestroom reservations.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Maintains copy and fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Collects rent checks from residents and family members and provides needed information to Assistant Executive Director.
• Collects money for meal tickets, etc.
• May perform other duties as assigned.

Requirements

Minimum Qualifications

• High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.
• Able to read and comprehend simple instructions, short correspondence, and memos. Able to write simple correspondence. Able to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Able to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
• Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Able to deal with problems involving a few concrete variables in standardized situations.
• Able to operate: telephone, emergency call system, monitoring board or beeper, photocopier. Able to work various schedules and shifts as needed.
• Must have submitted and completed a Criminal Background check for unlicensed employees in compliance with state regulation.
• Must provide a medical certification from a licensed healthcare provider confirming that the employee is free from communicable disease including TB in compliance with state regulation at hire and annually thereafter.

Required Behavior

• Arrives to work on time.
• Absence and tardiness is minimal.
• Able to demonstrate a high level of service delivery; does what is necessary. To ensure customer satisfaction; deals with service failures and prioritizes customer needs.
• Able to clearly present information through the spoken word; reads and interprets complex information; talks with residents, family members and customers; listens well.
• Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
• Able to work cooperatively with a group of people to achieve goals and objectives.
• Able to be tactful; maintains confidences, and fosters an ethical work environment; prevents inappropriate behavior by coworkers; gives proper credit to others; handles all situations honestly.
• Able to work various schedules and shifts as needed.
• Able to keep an open mind and change opinions on the basis of new information; performs a variety tasks and changes focus quickly as demands change; manages transitions effectively from task to task; adapts to varying customer needs.

Physical Demands

• Physically able to move at least 20 lbs. without assistance.
• Physically able to bend, reach, and work in small areas.
• Physically able to push and pull office equipment and furnishings.