Description:
Position Summary:
Office assistants handle organizational and clerical support tasks. This may include organizing files, scheduling appointments, writing copy, proofreading, receiving guests and serving as a receptionist
. Significant Duties and Functions
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Provides administrative assistance to the CEO by answering/screening phone calls,
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Perform Receptionist duties
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Enter, edit, revise, print, assemble and distribute written materials such as forms, correspondence and other documents
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Types, assembles and distributes written
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Provide general support to visitors
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Help maintain filing systems are maintained and current
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Handle customer inquiries and complaints
Knowledge, Skills, and Abilities
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Good written and oral communication skills
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Good interpersonal interactions skills
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Good organizational and supervisory skills
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Ability to handle sensitive data
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Ability to organize workflow and use time efficiently
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Ability to prioritize duties and delegate responsibilities
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Proficiency with Microsoft Office Suite software applications
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Ability to work as part of a team
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Excellent time management skills and ability to multi-task and priorities work
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Attention to detail and problem-solving skills
Education and Qualifications:
Minimum of High school diploma
Requirements:
The Front Receptionist serves as the first point of contact for clients, visitors, and providers. This position is responsible for creating a welcoming environment, managing appointments, answering phones, maintaining client records, verifying insurance information, and providing administrative support while maintaining strict confidentiality in accordance with HIPAA regulations.
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Greet clients, families, and visitors in a courteous and professional manner.
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Answer and direct incoming phone calls.
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Schedule, reschedule, and confirm appointments.
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Check clients in and out for appointments.
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Collect payments and provide receipts when applicable.
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Assist clients with completing intake and office forms.
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Maintain accurate client contact information.
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Respond to emails and voicemail messages in a timely manner.
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Keep the reception area clean, organized, and welcoming.
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Order and maintain office supplies.
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Communicate effectively with clinical and administrative staff.
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Maintain confidentiality of client information in accordance with HIPAA guidelines.
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Perform other administrative duties as assigned.
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High school diploma or GED required.
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Previous receptionist, administrative, or customer service experience preferred.
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Strong communication and interpersonal skills.
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Excellent organizational and multitasking abilities.
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Basic computer skills, including Microsoft Office and email.
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Ability to work independently and as part of a team.
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Professional appearance and positive attitude.
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Fluent in both English and Spanish is preferred.
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Customer service
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Telephone etiquette
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Appointment scheduling
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Organization and time management
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Attention to detail
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Professional communication
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Ability to multitask in a fast-paced environment
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Dependability and punctuality
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Ability to sit, stand, and walk throughout the workday.
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Ability to lift up to 20 pounds occasionally.
