Receptionist

Position Summary

Key Responsibilities

Reception & Customer Service

• Answer incoming telephone calls and direct calls to the appropriate staff members.
• Greet participants and visitors in a professional and welcoming manner.
• Respond to general questions regarding office services and provide appropriate information or direct inquiries to the appropriate staff.
• Maintain a professional and organized reception area.
• Provide excellent customer service to participants, staff, and visitors.

Administrative & Clerical Support

• Provide administrative and clerical support to counseling staff.
• Perform data entry and update participant case information as needed.
• Identify and resolve errors in existing participant cases to help ensure compliance and accuracy.
• Open and establish new participant cases according to established procedures.
• Verify participant appointments and maintain accurate appointment information.
• File and maintain paper and electronic documents in accordance with office procedures.
• Assist with creating and processing authorizations for services.
• Prepare and send communications to participants and other parties via email and U.S. Mail.
• Maintain accurate and organized case documentation.
• Handle confidential participant information with discretion and professionalism.

Mail & Office Support

• Process incoming and outgoing office mail.
• Sort, distribute, prepare, and send correspondence and other documents.
• Monitor office supply inventory and notify appropriate staff when supplies need to be reordered.
• Help maintain an organized and efficient office environment.
• Perform other reasonable administrative and clerical duties as assigned.

Qualifications

• High school diploma or equivalent preferred.
• Previous receptionist, administrative assistant, office assistant, or clerical experience preferred.
• Strong computer and data entry skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Professional telephone and interpersonal communication skills.
• Ability to handle confidential and sensitive information appropriately.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong customer service skills and a professional demeanor.
• Ability to work independently while also supporting a team environment.

Preferred Skills

• Experience working in a counseling, healthcare, human services, social services, or similar office environment is a plus.
• Familiarity with case management or participant record systems is helpful.
• Experience with electronic and paper filing systems.
• Ability to identify and correct data entry or documentation errors.
• Proficiency with Microsoft Office and standard office equipment.

Position Highlights