Director of Central Supply / Reception

Job Description: Receptionist Director and Central Supply Clerk

Position Title: Receptionist Director and Central Supply Clerk
Reports To: Administrator

Purpose:

The primary purpose of this position is to manage the reception area and oversee central supply operations to ensure that supplies and equipment are provided efficiently and in accordance with applicable federal, state, and local standards, guidelines, and regulations. This role is essential to maintaining the highest degree of quality resident care and providing exceptional customer service.

Delegation of Authority:

As the Receptionist Director and Central Supply Clerk, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Functions:

The essential functions of this position include, but are not limited to:

Administrative and Supply Functions:

• Receive and follow instructions from supervisors as outlined in established policies and procedures.
• Ensure that all telephone orders are confirmed with a written purchase order.
• Properly prepare, sign, and submit all purchase orders as required by procurement policies and procedures.
• Assist in preparing correspondence and claims concerning damaged merchandise, errors in shipment, etc., and return items to the vendor as required.
• Assist in developing methods for determining the quantity of supplies and equipment needed.
• Make written and oral reports/recommendations to the purchasing agent concerning procurement procedures.
• Ensure that various departments are properly charged with supplies received for cost allocation purposes.
• Deliver emergency supplies and equipment as directed.
• Fill requisitions from departments for routine supplies and equipment in accordance with established policies and procedures.
• Perform autoclave duties as necessary.
• Ensure that supplies and equipment are properly maintained.

Receptionist Functions:

• Train, discipline, and educate front desk staff.
• Ensure coverage at the desk through scheduling and filling in as needed.
• Answer multi-line telephones and direct calls appropriately.
• Greet visitors, assist them in signing in, and provide visitor badges.
• Provide directions to visitors, residents, staff, and contractors.
• Assist with transportation arrangements, including pick-ups and drop-offs for residents.
• Provide confidential clerical support for various staff, including typing, organizing, and preparing mailings.
• Sort and mark daily mail (afternoon).
• Operate the Fire Annunciator Panel when alarms sound and alert appropriate individuals.
• Act as the command post during fire alarms and emergency situations.
• Maintain a neat, orderly workstation at the front desk.
• Maintain Visitor Logs, Daily Activity Sheets, and Call Sheets daily per shift.
• Make announcements over the overhead paging system.
• Monitor video surveillance equipment and alarm systems at the front desk.
• Maintain resident security by preventing unauthorized individuals from leaving the building and assisting those with permission.
• Control access to the building using a remote access button (nights).
• Log in ambulance/transports.
• Various other duties as assigned.

Miscellaneous Information:

This job description outlines the essential functions, safety factors, and competency evaluations required for the position. Additional duties may be assigned as needed, based on the operational requirements of the facility.

This job description is intended to provide a clear understanding of the responsibilities and expectations for the role of Receptionist Director and Central Supply Clerk. It is not an exhaustive list and may be updated as necessary to reflect the needs of the facility.