Description

Shift: Part-Time, 20hrs per wk. 

Hours: Mon - Thurs: 4-7:30pm; Friday: 11:45am - 5:45pm

Department: Front Desk 

Reports to: Director of Operations

SUMMARY: Courteously answers telephones, relays messages, greets families and visitors to the Center, sorts incoming and prepares outgoing mail, maintains postage and postage meter, maintains inventory of office supplies. Communicates in an effective, courteous and cooperative manner with the agency's primary referral sources, stakeholders and customers. Assists on an as-needed basis when the need may arise to provide support to other departments, including interpreting/translating.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned

• Courteously answers and refers telephone calls or other inquiries to ensure accurate and timely communications are facilitated.
• Identify yourself in a pleasant and positive manner. Take responsibility for helping the caller.
• Obtain the caller's name, time of call, company and purpose of call. Transfer calls to the appropriate recipient.
• If a caller prefers to leave a personal message rather than being transferred to voicemail, convey message clearly and accurately and in timely manner.
• Express oneself clearly when using paging system.
• Courteously greets clients, caregivers, visitors and public, determine their needs and directs them to the appropriate person, office or treatment area.
• Assists clients and families with concern and empathy; respecting their confidentiality and privacy and communicating with them in a courteous and respectful manner.
• Check clients in for therapy appointments in the EMR system.
• Collects applicable payments/co-payments for therapy, preschool, daycare and other services
• May call clients to update/change schedules and/or confirm appointment
• Verifies all demographic and insurance information upon check-in confirming contact and insurance information is correct.
• Collects and distributes mail and messages.
• Prepares outgoing mail in an accurate and timely manner and maintains postage meter. Orders office supplies and maintains inventory, including toner & supplies for copiers.
• Properly closes front office and secures the building at the end of business day.
• Consistently works in a positive and cooperative manner with fellow coworkers.
• Demonstrates knowledge and understanding of all operating policies and procedures and ability to reference them from appropriate books and manuals.
• Assists Client Scheduler and Family Support Coordinator with scheduling and clerical tasks as assigned by Director of Therapy Services.
• Performs other duties and assists other departments as may be assigned by Director of Operations. Seeks out opportunities to help rather than waiting to be asked.

SUPERVISORY RESPONSIBILITIES: Directly supervises no employees.

Requirements

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE: High School diploma or equivalent. One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS: Up-to-date child abuse clearances (within one year or completed and received before state date) including FBI Fingerprinting, Pennsylvania State Police Criminal Background Check, Pennsylvania Department of Human Services' Child Abuse, and National Sex Offender Registry.

OTHER SKILLS AND ABILITIES: Computer, including word processing and spreadsheet software, and typing skills required. Ability to handle telephones with multiple lines. Ability to work under pressure with time constraints. Ability to work independently with minimal supervision. Consistently demonstrates ability to respond to changing situations in a flexible and professional manner in order to meet current needs. Ability to work in a high client contact area.

WORK ENVIRONMENT: The noise level is usually moderate.