Receptionist 30 hours per week

Department: Operations Job Status: Part-Time

FLSA Status: Non-Exempt Reports to: Team Manager of Reception

Positions Supervised: None

Amount of Travel Required: Minimal

Work Schedule: Monday through Friday

 

POSITION SUMMARY

The Receptionist will primarily be responsible for professionally managing the front office Reception area. Acting as the agency's front door, this position is also responsible for handling a multi-line telephone/paging system, obtaining required documentation, directing persons served and visitors to the appropriate staff, and scheduling appointments.

During times when your primary responsibilities are limited, you may be asked to assist in other areas as needed to support overall operations, regardless of your specific role. This position is essential to operations and must be staffed at all times. Therefore, the employee in this role will need to remain in place until a replacement is arranged and able to assume responsibilities.

 

ESSENTIAL FUNCTIONS

· Open/Close building and Reception area for business.

· Understanding telephone system processes and procedures in order to provide coverage.

· Check in individuals/families for appointments, updating demographics, insurance information, payments and co-pays.

· Check in vendors/visitors, utilizing process and procedures.

· Monitor EHR warnings and collect required documentation, updating warnings as needed.

· May schedule telehealth and meeting appointments.

· Schedule, change, or cancel appointments as needed, utilizing efficient and accurate documentation.

· Process returned mail when needed, utilizing EHR.

· Maintain Mailroom organization, cleanliness, and supply appropriately with office supplies on a regular, consistent basis.

· Maintain Reception area’s organization, cleanliness, and sanitation on a daily basis.

· Maintain appropriate and respectful channels of communication with agency staff, per agency policies and procedures.

· Establish appropriate and professional boundaries with individuals. Treat individuals with Dignity and Respect at all times.

· Consistently demonstrate the ability to work effectively within a team as well as individually.

· Possess and utilize exceptional verbal and written communication skills.

· Complete required documentation and other paperwork in a timely fashion and according to procedure/protocol.

· Demonstrate flexibility and willingness to cross-train within the Administrative Support Team as directed by the Team Manager of Reception in order to provide coverage when needed.

· Work closely with therapists, psychiatrists, case managers, nurses, and administrative staff. Communication and confidentiality are key.

· The Receptionist typically works at the main entrance or front desk, greeting persons served, visitors, and staff. The area is designed to be welcoming, calm, and confidential, reflecting the therapeutic mission of the center.

· The receptionist is often the first point of contact for individuals seeking mental health services—some may be anxious, distressed, or in crisis. Professionalism, empathy, and emotional stability are crucial.

· Assure compliance with program policies and procedures.

Other Duties

· Demonstrate cultural and linguistic competence

· Approach interactions with individuals served and colleagues with a trauma sensitive lens

· Acts as an ambassador of the agency in the community setting.

· Support and actively promote the vision and mission of the agency and the philosophy of the strength’s perspective

· Complete required agency and department trainings

· Complete all assigned duties each shift, both written and implied.

· Other duties as assigned, as qualified and trained for.

 

POSITION QUALIFICATIONS

· High School Diploma/GED required

· Preferred one-year customer service experience.

· Must be 21 years old

· Must have good command of the English language; must be able to read, communicate clearly and therapeutically with persons served and staff, both verbally and in writing, in a professional manner.

· Strong proficiency in MS Office Suite and using personal computers/keyboard required.

· Successful completion of criminal background check and DCF Child & Adult Abuse Registry check, and other applicable background investigations.

· Possess a valid Kansas driver's license, reliable transportation, and proof of auto insurance.

 

KNOWLEDGE/SKILLS/ABILITIES:

· Effective communication skills (verbal and written)

· Customer focused (internal and external)

· Excellent listening skills

· Excellent Interpersonal skills

· Accountability

· Reliability

· Trust/Integrity

· Adaptability/Flexibility

· Time Management

· Organizational Skills

· Proficiency in MS Office Suite with ability to learn other software programs

· Relationship building

· Problem Solving

· Attention to detail and accuracy in work

· Being collaborative

 

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)

 

Physical Demands Lift/Carry

Stand (F) 10 lbs. or less (F)

Walk (F) 11-20 lbs. (F)

Sit (F) 21-50 lbs. (O)

Manually Manipulate (N) 51-100 lbs. (O with assistance)

Reach Outward (O) Over 100 lbs. (O with assistance)

Reach Above Shoulder (O)

Climb (N) Push/Pull

Crawl (N) 12 lbs. or less (F)

Squat or Kneel (O) 26-40 lbs. (O)

Bend (F) 41-100 lbs. (O)

 

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

 

WORK ENVIRONMENT

This position is in an office-based work environment, on site. This position may work in multiple offices. Frequent interruptions can occur. Most interactions are with agency staff, people served, and collaborative agencies in the community. Minimal to moderate risk of exposure to aggressive and/or acting out (verbal and physical) people served. Position requires long periods of sitting, continual use of the keyboard and personal computer and/or speaking on the telephone. Ability to perform duties as required in a fast-paced office environment. The environment can range from quiet and steady, to busy and emotionally charged, depending on the flow of individuals and the center’s schedule.