Receptionist

Job Description

Job Description

Description:

The Receptionist is responsible for supporting the daily operations of the center by ensuring a welcoming, professional environment for clients, families, and staff. Duties include, but are not limited to, managing client check-in and dismissal, coordinating schedules and staff coverage, maintaining accurate records in Central Reach, communicating schedule changes, supporting payroll and administrative processes, monitoring inventory and supplies, and assisting with scheduling coordination. The role also ensures compliance with HIPAA, safety policies, and confidentiality standards while prioritizing client safety, engagement, and overall well-being.

Core Responsibilities:

• Maintain a professional image while fostering positive engagement with clients, families, and staff; prioritize a collaborative environment built on mutual respect and shared goals during shift hours.
• Oversee the check-in process for arriving clients
  • Assist with client arrivals and dismissal.
    • Morning, midblock and arrival of afterschool clients
    • Inform staff of School bus or van company, client arrivals or departures
    • Communicate, as needed, with appropriate staff and the van company for any day of delayed vans.
• Ensure that the initial experience for every visitor reflects the organization’s high standards of excellence.
• Coordinate the arrival of visitors by notifying the relevant team members or appropriate internal departments.
• Support staff and clients during transitions, snack times, and recreational activities
• Manage the monitoring of center supplies and activity materials; coordinate with designated personnel to ensure timely fulfillment of inventory replenishment requests
• Help maintain cleanliness of each space

• Communicate day of schedule changes to staff.
  • Update schedule changes in staffs Central Reach Calendar
• Notify supervisors of any concerns regarding scheduling.
• Support the payroll specialist by identifying scheduling discrepancies from previous weeks to ensure efficient payroll processing.
  • Assist personnel with resolving Central Reach documentation errors and managing necessary record corrections.
• Support scheduling for client and staff sessions
  • Support staff for bathroom breaks
  • Ensure all schedules are updated on staff and client paper schedules and in Central Reach.
  • Update weekly attendance time in/out sheets as staffing/clients change
  • Ensure printed copies are available for Monday morning before staff/client arrival.
• Communicating all last minute scheduling changes to staff upon arrival.
• Provide necessary support to the scheduling team throughout the day and week as needed
• Maintain staff short notice call out and late arrivals:
  • Logging them in on google sheet to help keep proper record keeping
  • Notify appropriate supervisor and HR so it may be addressed per policy
• • Resolved scheduling discrepancies to support accurate payroll processing.
• • Assist billing and administrative teams with data entry and document collection.
• • Correct Central Reach documentation errors and maintain accurate records.
• Scan and email all sign in sheets for both staff and clients before Monday morning

• Follow HIPAA, all center policies, confidentiality guidelines, and safety procedures.
• Collaborate with the BCBA and Administrative teams to organize unannounced quarterly safety drills for the Day program.
• Maintain secure handling of client records and sensitive information.
• Adhere to organizational procedures and healthcare regulations.
• Assist with compliance-related administrative tasks.
  • Report incidents, injuries, or significant concerns to a supervisor immediately.
  • Submit completed staff incident reports to HR for follow up

• Prioritize the safety, engagement, and overall well-being of clients at all times. All activities and responsibilities should support a positive, structured, and therapeutic environment that encourages growth, participation, and success.

* Additional duties and responsibilities may be assigned by the administrative team or superiors, including BCBAs, Curriculum Coordinator and CEO, as required by organizational needs.

• Excellent customer service and communication skills
• Strong organizational and multitasking abilities
• Proficiency with scheduling software and Microsoft Office
• Attention to detail and accuracy
• Ability to handle confidential information professionally
• Experience in healthcare, behavioral health, or ABA settings preferred

Pay- $22 per hour

Hours:

Monday thru Thursday - 8:30 am - 4:30 pm

Friday 8:30 am - 3:30/4:00 pm