Receptionist/clerk - Casual/on Call

** PLEASE NOTE THAT THIS POSITION IS FOR VACATION/LEAVE RELIEF ONLY AND HOURS ARE LIMITED **

Yaletown House is a non profit care facility for seniors with complex care needs and is located in Vancouver, BC. We provide quality health care and services to 127 senior residents in a safe, supportive and home like environment.

The receptionist receives residents and visitors, answers inquiries, both in person and by telephone, and directs to appropriate area, service or personnel.

The receptionist is responsible for maintaining the facility concession, processing resident comfort funds, notifying residents for rent payments and receiving payment, processing accounts payable, as well as assisting the Admission, Discharge and Transfer (ADT) Team in updating software for all ADT transactions.

The receptionist performs a variety of clerical support functions to assist the Leadership Team and provides general support to care home staff in placing authorized office supply orders, typing, creating posters and Powerpoint picture shows, photocopying, filing, mail functions, maintaining lists, scheduling resident appointments, and related duties.

DUTIES & RESPONSIBILITIES

1. Greet residents and visitors, ask visitors and vendors to sign in, answer inquiries, both in person and by telephone, and direct to appropriate area, service or personnel.

2. Monitor the front door to help prevent resident elopement and educate visitors on how to safely monitor the doors on entry and exit.

3. Operate automated attendant telephone system such as responding to re-directed calls for operator assistance, transfers calls and takes messages as required.

4. Prepare mass mail outs such as: of newsletters, resident rent letters, and other notices, as required.

5. Process all outgoing mail, inclusive of mass mail outs and accounts payable cheques, utilizing a postage meter or courier service and deliver mail to mail box. Maintain the postage meter with sufficient postage.

6. Receive, sort, stamp and distribute incoming mail and parcels for the care home. Receive and sort all resident mail into appropriate floors mail slots located in reception area or forward resident mail to the financially responsible as determined by the Manager Social Work.

7. Photocopy, distribute and file documents as requested by the Leadership Team, including, but not limited to: payroll staff leave request forms.

8. Update and maintain the care home’s computer software by inputting and editing resident information, such as but not limited to: new admissions, discharges, room transfers, hospital transfers, dental program and wanderguard system tags. Print reports of information as required.

9. Type documents for the Leadership Team from drafts provided and distribute as requested; such as: reports, forms, memorandums.

10. Assist with display posters and other presentations as required, including reception notice boards and display on the resident media television.

11. Prepare all correspondence for monthly case conferences.

12. Schedule resident appointments; such as but not limited to, Handidart trips for residents.

13. Manage the care home’s resident concession by making cash sales, maintaining the charge list, recording sales and balancing the cash float to cash sales and records. Reorder concession inventory when stock is low.

14. Record and issue resident trust funds as authorized by residents or person financially responsible for the resident. Balances the trust cash float on a daily basis.

15. Record group resident trust transactions such as, but not limited to: concession purchases, pharmacy invoices, foot care invoices, hairdressing invoices, dental supplies, bar charges, postage. Bring any transactions that put a resident trust account into a deficit to the attention of the Director of Finance.

16. Print trust statements for residents or families upon their request. List trust overdue accounts and send out reminders in accordance with defined guidelines. Notify the Director of Finance of any accounts past 60 days overdue.

17. Receive and record rent payments and issues receipts. Follow up on all discrepancies to ensure collection of rent payments.

18. Notify residents or families of rent or trust payments returned by the bank, process the return in the care home financial software and follows up to ensure collection in coordination with Accounting Clerk.

19. Prepare rent tax receipts for residents and families upon their request and forward to Director of Finance for review and signature.

20. Process accounts payable by matching documents such as invoices, packing slips with purchase orders and verifies the accuracy of the invoices by checking items such as quantities, prices, tax, extensions, discounts and totals.

21. Contacts appropriate sources such as leaders and external suppliers by telephone and/or other means regarding identified discrepancies. Refers problems to Director Finance.

22. Verifies the accuracy of the general