Front Desk Receptionist

Office Assistant

Responsible for various activities in the office, including filing, answering the phone, and organizing documents. Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures.

Tasks & Responsibilities

A. Essential Duties

• Greet clients and maintain a positive office atmosphere.
• Answer the phone, take messages, and redirect calls to appropriate staff.
• Outreach to clients for group and clinical services.
• Organize and maintain forms and records, update when necessary.
• Create and maintain updated documents and spreadsheets.
• Oversee sorting and distribution of incoming mail.
• Appointment confirmations
• Coordinate scheduled intakes.
• Create charts for incoming intakes.
• Coordinate group schedules.
• Run weekly excel reports to send out to clinical departments.
• Assist providers with pharmacy communications.
• Maintain centralized scheduling for clinical and medical departments.
• Prepare outgoing mail (envelopes, packages, etc.)
• Operate office equipment, such as photocopier, printers, etc.
• Perform inventory of office supplies and order what is needed.

B. Additional Duties

• Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.
• As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.

C. Interpersonal Relations

• Create Meaningful Connections: Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.
• Take Accountability: Take constructive feedback and prevent discourse among our peers.
• Live in the Solution: Critically thinking should be the solution when problems arise. Having the ability to accept constructive criticism well in an open and non-defensive manner.
• Be Professional: Wear business casual attire (please see dress code policy).

Competencies

• Adaptability
• Customer Service
• Decision Making
• Dependability
• Ethics
• Interpersonal Skills
• Job Knowledge
• Conflict Management
• Organizational Skills
• Productivity
• Self-Development
• Teamwork

Performance Standards & Measurement

• Compliance with essential and incidental duties; compliance with company policies and procedures.
• Compliance with state and federal laws and regulations applicable to the business.

Equipment, Tools & Machines

• Use of computer, telephone, and other office equipment such as a printer and fax.
• Use of company network and email domain.

Working Conditions

• Air conditioned and well-illuminated office environment and outdoor environment.
• May have several responsibilities at once. Interaction with others is constant and can be interruptive.
• Work may be stressful at times due to high level workflow.
• Availability to work flexible hours including weekends, holidays, and evenings as is required to comply with the purpose of the job and accommodate client needs.
• Participates in educational training, orientations, or compliance programs as needed to maintain competency.
• If you must leave your employment with our company, we request employees to give us at least 14 days resignation notice in writing.

Demands

• Enthusiastic self-starter operating with sustained energy and showing great initiative.
• Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.
• Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.
• Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.
• Excellent organizational skills.
• Accepts constructive criticism well in an open and non-defensive manner.
• Ability to manage conflicting priorities. Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment.
• Ability to function independently and with flexibility.
• Ability to work under pressure, handle multiple tasks and interruptions.
• Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 50lbs.
• Ability to sit, stand, or walk for extended periods of time.
• Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.

Qualifications

• Education:
  • High school diploma or equivalent
• Experience:
  • Successful work experience in a front office setting or in another clerical position.
  • Strong working knowledge of office procedures and basic accounting principles.
  • Ability to effectively use and maintain office equipment.
  • Computer literate: Microsoft Office (Excel, Word, and PowerPoint) required.
• Required licenses or certifications:
  • Current CPR Certification, highly desirable
  • Narcan Certified, highly desirable