Inspired by the teachings of Jesus Christ, the mission of Cardinal Ritter Senior Services is to be a recognized provider in giving person centered care through an integrated continuum of quality residential, healthcare, and supportive social services for senior adults throughout the Archdiocese of Saint Louis.
POSITION SUMMARY
Functions as Office Manager/Receptionist/Administrative Assistant to the staff of Mother of Perpetual Help (MOPH). 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, filling out check requests for priests for liturgy and Sacristan, ordering of office supplies, etc.), managing office duties, oversight and scheduling, and evaluations of the receptionists. Works on tasks for the Administrator and assists other MOPH front office staff. This is a salaried position.
PAY RANGE
DUTIES & RESPONSIBILITIES
- Creates a warm atmosphere for the residents, visitors, and staff.
- Performs receptionist and administrative functions.
- Prepares office supply orders.
- Supervises, schedules, and prepares evaluations for receptionists.
- Contacts appropriate personnel when a work order is submitted or an emergency arises.
- Controls entrance door to MOPH.
- Manages the visitor sign-in registry and makes calls to the resident upon request.
- Answers telephone, directs calls to the proper person, and takes messages.
- Schedules PDR, Sitting Room, and Atrium for family use.
- Writes up maintenance requests, logs completion information, and calls in requests to the Help desk.
- Maintains TEL communications with maintenance.
- Ensures that all daily/weekly menus are merged and printed accordingly.
- Prepares and publishes the 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, makes announcements of Fire area via overhead pages, and notifies appropriate staff members.
- Liaises with clergy and ensures priest coverage for all Masses at MOPH.
- Prepares check requests for priest and sacristan stipends and beauticians.
- Responsible for maintenance and repair of all office equipment.
- Assists in coding all supply invoices for Administrator's signature.
- Creates petty cash log and balances monthly.
- Ensures that all apartment keys are accounted for and secure during shift.
- Maintains and updates spreadsheets of apartment maintenance.
- Creates, maintains, and communicates the yearly schedule for all MOPH receptionists.
- Responsible for coverage of Front Desk at MOPH.
- Prepares written receptionist policies and procedures.
- Supervises the evening, night, and weekend receptionists.
- Prepares and delivers receptionist evaluations.
- Assists Wellness Director, Resident Care Coordinator, Life Enrichment Coordinator, and others as needed.
- Conducts tours as requested.
- Distributes vending machine reimbursements from Administrative Assistant.
- Maintains supply of and sells postage stamps.
- Communicates appropriate information to the evening staff.
- Prepares Administrator's written correspondence.
- Performs 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 are a must.
- Must be sociable, conscientious, reliable, and cooperative.
- Possess a team spirit.
- Must be able to exercise good judgment.
- Must be able to multi-task.
- Must be able to perform the essential physical/mental functions/requirements of the position.
RELATIONSHIP REQUIREMENTS
Interaction with residents, staff, vendors, visitors, and family members is required on a daily basis. Working relationships with staff are required on a daily basis.
RESOURCES FOR WHICH ACCOUNTABLE
Serve Assisted Living/Memory Care Community of 120 plus residents, family members, guests, vendors, numerous walk-in members of the public, and 70 plus staff members. Responsible for 3-6 receptionists.
Cardinal Ritter Senior Services does not discriminate on the basis of handicapped status in the admission or access to, or treatment or employment in, its federally assisted programs and activities. Cardinal Ritter Senior Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or disability.
Pre-Employment Screening
All candidates receiving an employment offer must submit a pre-employment screening. The screenings will include criminal background check and other background checks (as needed), Family Care Safety Registration, drug screen, an employment and education or licensure/certification verification, and Covid-19 and Influenza vaccination. Various positions will require physical examination, Tuberculosis screening and Hepatitis A. All offers are contingent upon successful completion of required screening.
