Receptionist

When you work for Gateway Hudson Valley, you make a difference in people’s lives.

Our Vision: To be a leader in supporting individuals as they strive to achieve a hopeful, satisfying, active, and contributing life.

We offer Medical, Dental, Life Insurance, 403(b) Retirement, Holidays, and generous PTO

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, this position 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 when necessary.
• 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 it in the mailbox.
• Log all incoming Agency checks and route to Finance.
• 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 as they relate 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 those issues/changes are reported.
• Maintain delivery routes and reflect changes in Daily Count Report. Communicate changes to the Manager of Food Services.
• Responsible for writing and tracking Senior Nutrition Administration purchase orders.
• 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 Café Hosts, follow established policy and procedures to submit contributions to OFA on a weekly basis. 
• Collect Delivery Driver Route Sheets and Community Café Reservation Sheets, update billing on a daily basis. Submit billing to OFA for review, reconcile billing and submit to accounting no later than the 10^th of the following month.  
• Ensure Community Café supply needs are communicated to the Manager of Food Services via the Daily Packing List.
• Function as an SNP Café Host, as needed.
• Function as a Delivery Driver, 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.

REQUIRED QUALIFICATIONS

Education:

• High School Diploma

Experience:

• One year’s clerical experience utilizing computers

Licenses / Certifications:

• Valid NYS Driver’s License

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.