Receptionist

Job Description

Job Description

Description:

SUMMARY

Responsible for the coordination of the Highland Hills Facility’s reception desk. Primary point of contact for all incoming calls and greeting of all clients, guests and visitors.

ONGOING DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To successfully perform this job, an individual must be able to successfully perform each ongoing duty. 

 

1. Promotes a positive image by representing the Achievement Centers for Children in a courteous, professional manner. 

 

1. Adheres to all Policies/Procedures in the Achievement Centers for Children Staff Handbook. 

 

1. Promotes a team approach within each program and throughout the agency. 

 

1. Works in family-centered, partnerships with the individuals and families served by Achievement Centers for Children. 

 

1. Practices safe work habits and contributes to ensuring a safe and healthful work environment. 
2. Maintains the department to allow for safe, efficient and organized delivery of services. 
3. Maintains all equipment in safe working order, notifying supervisor of repairs/replacements as needed. 
4. Practices appropriate safety techniques related to Infection Control and Universal Precautions including hand washing.

1. Attends continuing education courses related to job functions. 

 

1. Fosters and maintains good public relations with all community sources. 

 

1. Conducts self with professional dignity; understands the importance of good human relations; able to motivate others; and possesses initiative and good judgment. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To successfully perform this job, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential duties.

1. Answer incoming calls in a courteous, professional and prompt manner. 

1. Greets all guests, creating a warm and welcoming first impression of the agency. Announces appointments as they arrive. Responsible for those entering the building. Directs guests to meeting rooms or other public facilities. 

1. Greets all clients, creating a warm and welcoming first impression of the agency. Announces appointments as they arrive. Checks client in using software system and collects and scans insurance card. 

1. Announces client cancellations as they occur and reschedules client appointments at the time of the cancellation, and sends client cancellation email with detailed information related to reason for cancellation and new appointment time, if appointment is scheduled. Enters client cancellation into the software system.

 

1. Assists new clients with intake documentation in the client portal when client has not completed it on their own. 

1. Responsible for coordinating own phone coverage. Assists with phone schedule.

1. Responsible for keeping the lobby area clean and in order throughout the day.

1. Responsible for coordinating office supply, business card and letterhead supply orders weekly and maintaining inventories. 

1. Distributes incoming mail. Arranges for Airborne Express and Bonnie Speed deliveries. Maintains postage machine and applies postage to outgoing mail.

1. Responsible for transmitting outgoing faxes for staff. Removes faxes from fax machine as they are received and places in the mailboxes of staff members. Maintains fax machine.

1. Manages the copy room to insure properly stocked weekly. Assists with calling for copy machine needs when needed. 

1. Assist the VP, Facilities/QA with miscellaneous projects as needed.

1. Manages financial pieces for Finance Dept., collects co-pays, deductibles, and other client fess are collected at the time of the appointment. Gives receipt and at the end of the day closes and prints batch and gives batch print out to finance. Reviews and scans insurance cards at each client visit.

1. Consults with supervisor when needed. 

1. Participates with supervisor in developing/implementing an annual plan for professional growth aligned with the annual performance appraisal – sets goals. 

ADDITIONAL DUTIES AND RESPONSIBILITIES include the following. 

1. Assists other departments and staff with special projects and mailings. Such as creating new hire packets, orientation binders for supervisors and board member binders and mailings.

1. Maintains phone greetings. Keeping the recordings up to date and making sure the appropriate greeting reflects the closing of the building and making sure it’s changed in the system.

1. Makes sure sign in sheets are updated and printed daily.

1. Makes sure the welcome sign is updated with current information for guests that are attending the agency.

1. Opens and closes Highland Hills when working the front desk by unlocking/locking the building and turning off/on the alarm.

Requirements:

REQUIRED QUALIFICATIONS listed below are indicative of knowledge, skills, and abilities required to be successful in this position.

Education, Training, and/or Experience

1. High school diploma or G.E.D.
2. Experience and/or training in switchboard operation.
3. 50 w.p.m. word processing/typing skills.
4. One year job-related experience.

Personal Skills and Abilities

1. Interpersonal and communication skills.
2. Record-keeping skills.
3. Ability to work independently - little supervision
4. Dependable/punctual/responsible
5. Must demonstrate and respect confidentiality regarding individual clients, 

staff and program operations.

PHYSICAL DEMANDS described here are representative of those that must be routinely met by an employee to successfully perform essential duties of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential duties.

1. Ability to greet clients and visitors.
2. Ability to operate a computer.
3. Ability to answer the telephone.

WORKING CONDITIONS described here are representative of those that must be met by an employee while performing essential duties of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential duties.

Requires flexibility in working hours to accommodate demands.