Receptionist

Purpose: The Receptionist organizes and coordinates administrative duties for the ICF Office, and carries out office procedures to ensure a high level of organizational effectiveness, communication, and safety. This role creates and maintains a pleasant work environment and serves as a vital liaison between Mary Lee ICF and all other Mary Lee Foundation offices. The ideal candidate will strictly adhere to all policies, procedures, and standards of protocol established by the Mary Lee Foundation and applicable regulatory outside agencies.

Responsibilities:

• Administrative Support: Performs regular office duties to support everyday activities such as answering phones, greeting guests, responding to general inquiries by phone, filing, sorting, distributing mail/notifications, typing, labeling, copying, faxing, running errands and back-up for medical appointments as needed.

• Logistics & Fleet Coordination: Distributes medical consults and assigns vehicles and staff to run appointments and errands. Verify appointments and communicate schedule changes to clinical staff. Coordinates vehicles to ensure that adequate transportation is available for all appointments, and errands and ensures that vehicles are in good working order, and staff leave on time.
• Environment Maintenance: Keeps office area tidy by cleaning as needed.

• Monitor waiting areas to ensure safety, order, and appropriate conduct.
• Professional Liaison: Greets and checks in clients in a professional, respectful, and trauma-informed manner, and acts in a professional manner at all times and effectively assists everyone who calls and enters the office.
• Maintain confidentiality of all Protected Health Information (PHI) and adhere strictly to HIPAA standards, and internal compliance policies.
• Team Collaboration: Ensures good communication and fosters a cooperative and harmonious work environment with all direct scare staff and co-workers.
• Coordinate with clinicians, supervisors, and administration regarding daily operations.

• Operational Flexibility: Follows schedule as requested by Supervisor, and performs any other duties as assigned by the Supervisor.

Required Knowledge and Skills:

• Technical Skills: Proficient in MS Office (Word, Excel, Outlook) and Google Workspace. Skilled at navigating multiple software platforms simultaneously, and operating standard office equipment (scanners, copiers) without the need for assistance.
• Communication: Excellent command of both oral and written English.
• Discretion: Highly dependable with a deep respect for confidentiality, data privacy, and organizational policies.
• Efficiency: Superior organizational skills, great attention to detail, and a proven ability to multi-task effectively.
• Initiative: Operates with some autonomy, taking full ownership of tasks and deliverables, and applies resourcefulness to troubleshoot challenges and optimize existing workflows.

Qualifications & Regulatory Requirements:

• Education: High School Diploma or equivalent required.
• Background Clearances: Must have no bars to employment pursuant to Health & Safety Code §250.006 and Texas Administrative Code, Title 40, Part 1, Chapter 3, §3.201 .
• Registry Checks: Candidate's name must not appear on either the Texas or Federal Office of Inspector General’s (OIG) Exclusions List.
• Physical Demands: Must be physically able to perform all duties of the position, including but not limited to: lifting/carrying at least 50 lbs., climbing stairs, bending, stooping, and driving.
• License: Valid Texas Driver’s License with a clean driving record (required for running errands and coordinating vehicles).

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position.