Senior Nutrition Program Administrator Receptionist

Job Details

Job Location

Corporate Headquarters - Kingston, NY

Position Type

Full Time

Education Level

High School

Salary Range

$17.50 - $17.50 Hourly

Job Category

Admin - Clerical

Description

POSITION SUMMARY

In the role of front desk reception, this position greets and directs visitors to appropriate staff, operates the switchboard, fields calls in a professional manner, and assists with other assigned administrative duties.

As Senior Mobile Meals Administrator, is responsible for the overall administrative functions of the Senior Mobile Meals Program (SNP).

ESSENTIAL RESPONSIBILITIES

Reception

• Greet and sign in/out all visitors to Gateway Hudson Valley per current check-in / out protocols.

• Answer the switchboard promptly, courteously, and disperse all calls in a prompt and efficient manner. Take accurate and clear messages.

• Maintain PROS sign in/out log.

• Make all approved announcements over the PA system.

• Answer all emergency calls/codes with priority and announce such codes in a loud, clear and calm voice.

• Post outgoing mail every morning and put in mailbox.

• Log all incoming Agency checks and route to Finance.

• Responsible for writing and tracking Senior Nutrition Administration purchase orders.

• Maintain all incoming/outgoing faxes for the agency and route to appropriate staff.

• Maintain Agency Phone List electronically, update as needed.

• Use the e-mail system for communication within the agency.

• Comply with Privacy and Security Regulations both as it relates to consumers and staff.

  Senior Mobile Meals

• Monitor Senior Nutrition Program (SNP) phone lines (home contact and community cafe sites), return messages, problem solve issues raised.

• Monitor emails from the Office for the Aging (OFA) to ensure that:

• New registrants are timely placed onto delivery routes.

• New registrants are called to welcome them to the SNP program.

• Seniors that are closed to the SNP program are removed from the corresponding delivery route.

• All changes, client status updates, and communications with OFA are addressed and that issues/changes are reported.

• Maintain delivery routes and reflect changes in Daily Count Report. Communicate changes to the Manager of Food Services .

• Periodically review and adjust driver routes for efficiency.

• Prepare in advance for holidays and weather cancellations to ensure all routes go out during the week. Communicate route changes to Manager.

• Contact seniors’ emergency contacts when drivers report that seniors are not at home. Follow written policy and procedures to locate senior.

• Prepare and submit to the kitchen a Daily / Weekly Packing List to forecast the number of meals needed.

• Track dietary and allergy Special Requests. Communicate this information to the Manager of Food Services via the Daily Packing List.

• Collect senior contributions from Delivery Drivers and Cafe Hosts, follow established policy and procedures to submit contributions to OFA on a weekly basis.

• Collect Delivery Driver Route Sheets and Community Cafe Reservation Sheets, update billing on a daily basis. Submit billing to OFA for review, reconcile billing and submit to accounting no later than the 10thof the following month.

• Ensure Community Cafe supply needs are communicated to Manager via the Daily Packing List.

• Function as an SNP Cafe Host as needed.

• Ensure quarterly in-service training documentation is submitted to OFA.

• Prepare announcements and notices to go out to seniors to communicate information and changes. Communicate this information to OFA.

  Health, Safety, & Compliance

• Be familiar with Health and Safety Accident Prevention Program and abide by all safety and health rules, work practices, and regulations. Actively participate in and support employee participation in health and safety practices and accident prevention.

• Maintain a work environment in a clean, organized, and safe manner. Conduct daily inspections of work areas to look for unsafe conditions

• Ensure all accidents are promptly reported to immediate supervisor and Human Resources.

• Use all required safety devices and personal protective equipment necessary for maintaining a safe work environment. Train staff on all safe operating procedures and on the use of personal protective equipment. Hold all subordinates accountable in providing direction necessary for maintaining a safe work environment

  Agency Standards

• Demonstrate positive work attitudes and habits. Act as a role model for vocational success for interns as assigned

• Participate in training programs for professional growth as scheduled and approved

• Responsible for understanding and adhering to Gateway Hudson Valley’s Corporate Compliance Policy and Standards of Conduct as well as all applicable program rules, regulations and policies

• Perform other duties as assigned

Qualifications

REQUIRED QUALIFICATIONS

Education :

• High School Diploma

  Experience :

• One year’s clerical experience utilizing computers

  WORKING CONDITIONS

  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Requests for reasonable accommodation will be reviewed per ADA standards.

  While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; under hand to finger, handle, or feel; and reach with hands and arms. This position may require the employee to bend, kneel, stoop, crouch, crawl, or climb.

  REGULATORY CLEARANCES REQUIRED:

• Background checks are required

We are an EEO/AA Employer -M/F/D/V/SO/GI