Receptionist

POSITION SUMMARY:

Under the direction of the Program Manager of Care Coordination Services, ensure that all individuals presenting for services at APLA Health receive quality customer service. Work with agency staff to make sure clients and other visitors are received and attended to promptly, courteously and efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Monitor all areas of reception and telephone operator assistance.
• Greet guests in a professional, friendly, hospitable manner and direct them to the appropriate service area.
• Notify appropriate staff when clients or guests arrive to see them.
• Professionally answer telephones and direct the caller to the appropriate staff.
• Remain knowledgeable and up-to-date regarding agency resources, functions, events, and other news, and communicate this information in an accurate and consistent manner to visitors and callers.
• Assist persons who call the agency by answering the phones according to departmental standards, using proper phone etiquette and by providing information and directing callers in a polite, courteous and helpful manner.
• Be responsible for daily duties such as being familiar with the day's meetings, on-call schedule, and staff availability; checking overnight and personal voicemail and e-mail;
• Remain knowledgeable and up-to-date regarding departmental policies and procedures and use proper judgment and problem-solving skills to accurately apply these policies when required.
• Maintain a neat, clean and presentable workspace by keeping the reception areas clear of unnecessary clutter and by maintaining a professional presentation of informational materials approved for distribution properly organized.
• Consistently maintain the reception areas with adequate office supplies, all necessary forms, condoms, tissues and informational materials.
• Attempt to de-escalate possible crisis situations in person or by phone and contact the appropriate personnel when necessary.
• Work with the Program Manager of Care Coordination Services to write and continually update the reception desk manual.
• Review emails daily to keep abreast of changing schedules.
• Update weekly schedule and announcements to notify clients of program changes.
• Complete data entry as appropriate.
• Organize educational and promotional materials in the Reception area.
• Maintain a clean and professional Reception area.
• Attend Client Services Division meetings.
• Participate in staff trainings and seminars.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

Training and Experience:

High school graduate with a minimum of 3 years experience working as a receptionist preferably in a non-profit service environment. The applicant must be able to handle challenging situations with tact and diplomacy. Good communication skills (Spanish & English) are essential. Basic computer skills are required. Bilingual English/Spanish required.

Knowledge of:

HIV service delivery system, administrative workflow procedures; modern office systems; correct use of both English and Spanish; word processing and data entry; working knowledge of HIV-disease-related issues and concerns.

Ability to:

Work independently (as well as part of a team); coordinate multiple tasks with staff and manage time effectively; learn specific systems quickly and thoroughly; communicate effectively with a diverse population; use exceptional judgment and interpersonal skills with all levels of staff, other agencies and the general public; proofread, edit and format written materials; operate standard office equipment; perform word processing and data-entry tasks on a personal computer; meet reasonable deadlines.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper.

COVID vaccination required or medical/religious exemption.

WORK LOCATION FLEXIBILITY: APLA Health is a multi-site organization committed to meeting the needs of our patients, clients and communities. Although an employee may be hired specifically to work at one or more designated APLA Health sites, they may be required, on a temporary or emergency basis, to perform work at any APLA Health location based on operational, business, or patient care needs. Reasonable notice will be provided whenever practicable; however, an employee is expected to maintain the flexibility to report to alternate work locations as assigned.

Equal Opportunity Employer.