Main Desk

GENERAL DESCRIPTION OF POSITION

This receptionist position is for the Vicar's Landing facility and the Health Center. It is the center for information and communication for the members, guests and employees. This area of service includes assisting in emergencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. To be the receptionist, answering a multi-line PBX telephone. Maintaining a professional manner when transferring calls and greeting guests.

2. Monitors and operates the emergency call system panel for the independent living members and follows procedures for emergencies.

3. Monitors and operates the fire safety panel for the community buildings, following procedures.

4. Records messages and forwards through inter-department mail. Records and forwards service requests for the plant operations and housekeeping departments.

5. Maintains communication and dispatches the security officer by using a two-way radio.

6. Maintains a shift ledger of any incidents or information that occurs.

7. Is knowledgeable of the assigned duty manager, maintenance man on call and emergency telephone numbers.

8. Obtains general information of activities, meetings, new move-ins, telephone numbers and other general information about Vicar's Landing, to be able to answer basic questions.

9. Program information, activities, and menus on inter-cable channel 56. Record audio tape for play back at 9:00am and 3:00pm to coincide with channel 56.

10. Assist with directions when needed.

11. Be informed and maintain the members call in system.

12. Assist with the reservation ledger for the guest apartments, recording such information and checking keys in and out.

13. Operates the photocopier and assists with the production of the Vicar's Voice and other projects.

14. Maintains a record of lost and found articles for the membership.

15. Comes to work properly dressed. Respects working area, leaving neat and clean for the next shift. Transfers any pertinent information to the next shift. Works other non-scheduled shifts when needed.

16. Issue car decals and update decals for employees and eligible visitors. Be knowledgeable of the rules and regulations to be eligible for a Vicar's Landing decal.

17. Sorts mail and distribute to the appropriate department's mailboxes, including the health center mail and log packages before distribution.

18. Assist members in filling out Leave of Absence forms, records all information in the LOA log. Logging the dates, members return and follow procedures to notify accounting.

19. Issues key from the key cabinet, and understand the strict rules regarding member's keys.

20. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 12 to 18 months related experience and/or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide numbers. Ability to perform these mathematical skills using money and other forms of measurement.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

SOFTWARE SKILLS REQUIRED

Intermediate: Word Processing/Typing

Basic: 10-Key, Alphanumeric Data Entry, Contact Management, Spreadsheet

INITIATIVE AND INGENUITY

SUPERVISION RECEIVED

Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately repetitive.  Activities with slight variation using a definite set of processes or directions with some degree of supervision.  Choice of learned things in situations which conform to clearly established patterns and modes.

RESPONSIBILITY FOR WORK OF OTHERS

Responsibility for work of others: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.

ACCURACY

Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

ACCOUNTABILITY

FREEDOM TO ACT

Directed. Freedom to complete duties as defined by wide-ranging policies and precedents with mid to upper-level managerial oversight.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.

None. Job does not create any dollar monetary impact for the organization.

IMPACT ON END RESULTS

Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

PUBLIC CONTACT

Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.

EMPLOYEE CONTACT

Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)

WORKING CONDITIONS

Somewhat disagreeable working conditions. Continuously exposed to one or two elements such as noise, intermittent standing, walking; and pushing, carrying, or lifting. May involve some travel and/or work is at times, in the evening or during the night hours.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Highly repetitive, low physical. Highly repetitive type of work which requires concentration in the performance of tasks for consistent time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; frequently required to reach with hands and arms; and occasionally required to stand, walk, climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; color vision; peripheral vision; and ability to adjust focus.

ADDITIONAL INFORMATION

SPECIFIC REQUIREMENTS

Must have the ability to read, write and speak the English language in a clear and precise manner.

Must be able to move intermittently throughout the workday.

Must be able to have the mental capacity do deal with stress and pressure of the job.

Must be able to deal with the members professionally and respectfully and have the ability to understand, empathize and/or tolerate members, visitors, families, peers, supervisors, vendors, and any other contacts associated with the Vicar's Landing community.

Be able to work with confidential data.

Must possess sight/hearing senses, or use prosthetics that will enable these senses to function adequately to enable the requirements of this position to be met.

Must be able to lift 25 lbs., to be able to move equipment and supplies.

Must be able to work independently with minimal supervision.