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Office Manager-Mary Queen and Mother Center
4 months ago
Cardinal Ritter Senior Services, one of South County's largest independent, assisted living, skilled nursing and rehabilitation community nonprofit senior living communities, seeks compassionate and experienced Housekeeping/Personal Care Aide to join our growing team.
At Cardinal Ritter Senior Services, our mission is simple: we create communities that promote the dignity of human life and reflect the spirit of Jesus Christ. We proudly provide the best possible physical, social, and spiritual care for our older adult residents...but we need your help.
Functions as Office Manager/Receptionist/Administrative Assistant to the staff of Mary Queen and Mother Center (MQMC). As the first contact in the facility, it is imperative that the Office Manager has a pleasant and positive attitude as this is the first impression of visitors and potential residents. Must follow HIPPA guidelines. The main goal is to greet residents, family members and guests as they enter the building. Responsibilities include, but are not limited to, communicating with the residents, and providing a warm atmosphere in which they live. In addition to customer service, various tasks include daily routine services (i.e., notification of guest arriving, logging packages, etc.), manage office duties, oversite and scheduling of the receptionists, works on tasks for Administrator and assist other MQMC front office staff. This is a hourly position.
Available Shifts: Full Time Days
Duties & Responsibilities
- Creates a warm atmosphere for the residents.
- Performs receptionist and administrative functions.
- Prepares office supply order.
- Supervise, schedule and prepare evaluations for receptionists.
- Contacts appropriate personnel when a work order is submitted or an emergency arises.
- Controls entrance door to MQMC.
- Controls the visitor sign-in registry and makes calls to the resident upon request.
- Answers telephone and directs calls to proper persons and takes messages.
- Sells guest meal tickets to residents.
- Writes up maintenance requests and logs completion information.
- Maintains TEL communications with maintenance.
- Ensures that all daily/weekly menus are merged and printed accordingly.
- Prints the daily/weekly menus.
- Prepares and publishes monthly newsletter.
- Uploads future and current resident files into Matrix and fills in resident face sheets prior to admission.
- Distributes packages and medicines to nursing.
- Responds to alarms panel and notifies appropriate staff member.
- Liaison with clergy and ensures priest coverage for all Masses at MOPH.
- Prepares check requests for priest stipends and beautician(s).
- Responsible for maintenance and repair of all office equipment.
- Assists in coding office supply invoices for Administrators signature.
- Create petty cash log and balance monthly.
- Ensures that all apartment keys are accounted for and secure during shift.
- Maintain and update spreadsheets of apartment maintenance.
- Create, maintain and communicate the yearly schedule for all MQMC receptionists.
- Responsible for coverage of Front Desk at MQMC.
- Prepared written receptionist policy and procedures.
- Supervise the evening, night and weekend receptionists.
- Prepares and delivers receptionist evaluations.
- Assist Director of Nursing, Social Worker, Medical Records, and others as needed.
- Conducts tours as requested.
- Distributes vending machine reimbursements.
- Maintains supply of and sells postage stamps.
- Prepares meal count purchases for dietary.
- Secures meal monies and takes to finance office.
- Communicate appropriate information to the evening staff.
- Prepares Administrators written correspondence.
- Perform other duties as assigned.
KNOWLEDGE & EXPERIENCE REQUIREMENTS
Previous work with senior adults, Experience with Microsoft office, previous office management experience preferred.
SKILLS & ATTITUDES REQUIRED FOR SUCCESS IN JOB
- Customer service skills and computer skills A MUST.
- Must be sociable, conscientious, reliable, and cooperative.
- Possess a team spirit.
- Must be able to exercise good judgement.
- Must be able to multi-task.
- Must be able to perform the essential physical/mental functions/requirements of the position (see attached).
RELATIONSHIP REQUIREMENTS
- Interaction with residents, vendors, visitors and family members required on a daily basis. Working relationships with staff is required on a daily basis.
RESOURCES FOR WHICH ACCOUNTABLE
- Serves an Long-Term Care Community of 110 plus residents, family members, guests, vendors, numerous walk-in members of the public and 40 plus staff members. Responsible for 3-6 receptionist staff.
