Receptionist

ACHIEVE HUMAN SERVICES, INC.

POSITION TITLE:    RECEPTIONIST

DEPARTMENT:        ADMINISTRATION

REPORTS TO:           HUMAN RESOURCES MANAGER

GENERAL SUMMARY

The Receptionist provides direct support to the Human Resources (HR) department and clerical support to administrative staff of the Agency.  The Receptionist is generally responsible for facilitating phone and email requests and greeting and directing consumers to appropriate individuals.  The position has general filing and mail responsibilities as well as being responsible for general front office duties. 

MAJOR DUTIES/RESPONSIBILITIES

• Manages the front office and lobby area, ensuring the front desk and reception areas are neat, presentable, and equipped with all necessary supplies.
  • Standard: Front desk area and all stock will be inventoried twice per week to ensure all areas are filled appropriately. Daily tidying of the reception area and front desk is expected.
• Provides clerical office support to administrative staff, inclusive of shipping and mailing needs.
• Monitors, tracks, and orders office/break room supplies and uniforms.
• Greets incoming visitors and answers incoming phone calls, screening and directing them to the appropriate personnel. Sorts and delivers office mail to appropriate departments.
  • Standard: No more than two (2) valid (internal & external) complaints per quarter regarding communication services. Standard:  Mail must be accurately sorted and delivered daily with no more than 2 mistakes per quarter.
• Assists Human Resources with potential interview candidates.
• Schedules interviews, collects and distributes applications and candidate information, creates interview packets, and follows up with candidates on interview decisions.
  • Standard: All communications with candidates must be completed within 24-hours after the request has been submitted.
• Supports Human Resources Department with receiving, organizing, and filing all Agency personnel and client information in the Corporate Filing Room personnel files; ensures that personnel and client data is tracked electronically through the Human Resource Information System (HRIS).
  • Standard: Filing will be completed every 3 business days or twice a week.
• Assists Human Resources Department in personnel/client communications, processing requests, and distributing information.
• Attends all mandatory trainings and Agency meetings.
  • Standard: 100% attendance to mandatory trainings and meetings.
• Performs other duties as assigned by the Human Resource Manager or by the President/CEO.
  • Standard: All requests completed on time. 

WORK ENVIRONMENT

1. Supervision
This position has no supervisory responsibility.

2.Confidentiality
This position is exposed to highly confidential information, such as personnel/client medical records, evaluations, demographic, and financial information.

3. Mental Application and Responsibility
Ability to deflect aggressive behaviors and deescalate situations over the phone and in-person. Experience in dealing with stressful and crisis situations is preferred. Responsible for consumer interactions and the presentation, organization, and upkeep of the front office and lobby area.

4. Internal and Public Contacts
This position involves intensive interaction with staff, administrators, consumers, the general public, and others in the community on a regular basis

5. Conditions and Equipment
Working conditions include office settings, working the main front desk/counter of the Agency. Conditions could be stressful when working with irate consumers. Sitting for an extended period of time is likely, some standing may be required for short term assistance, and lifting up to 20 pounds may occur.  Some local travel may be required. Must have reliable transportation and a valid Driver’s License and be insurable by the Agency.
Equipment operation includes general office equipment, computers, communication tools, and automobiles.

ABILITIES

 1. Language (Communication)
Bilingual (Spanish/English) is preferred. Must be able to communicate clearly and effectively through both oral and written communications.

2. Mathematical
Ability to apply basic arithmetic functions as they apply in this role. Data entry into Excel Spreadsheets (tracking quantities of items for supply and uniform ordering).

3. Reasoning
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to visualize project processes to ensure the development of plans, and to meet deadlines and goals. Ability to recognize new problems as they present themselves and make immediate positive modifications.

4. Other
Pleasant, professional, courteous interaction skills, and good organization skills. Ability to maintain professionalism, discretion, and confidentiality when handling and distributing Agency, personnel, client, or consumer information. Must be proficient in Microsoft Office programs: Excel Spreadsheet, Outlook, PowerPoint; Time Management knowledge and/or skills; ability to prioritize effectively; strong research skills.

QUALIFICATIONS

1. Education
Requires a high school diploma/GED.

2. Experience
Requires 2 years’ clerical experience and knowledge of basic office equipment operation. 
Previous experience in an office environment is preferred.   

3. Other
Must be over 21 years of age.
Must possess a valid driver’s license.
Must be able to obtain a Level 1 Fingerprint Clearance Card.
Must be able to obtain valid certifications for Agency compliance within 90-days of employment.
Pass background check inclusive of Excluded Provider List System (EPLS) and the Health and Human Services (HHS) List of Excluded Individuals/Entities (LEIE).

DRUG-FREE WORK ENVIRONMENT

The Agency is committed to the development and maintenance of a drug free environment in accordance with the Drug-Free Workplace Act of 1988.  Accordingly, the Agency will not tolerate any unlawful activity such as the possession, use, manufacture, distribution, and/or dispensation of a controlled substance on Agency-owned or controlled property.  Any employee or client engaged in such prohibited conduct or convicted of a crime involving a workplace drug violation shall be subject to disciplinary action, up to and including termination.  ACHIEVE Human Services, Inc. maintains and promotes a drug-free work environment and enforces a zero-tolerance policy for the use of alcohol, drugs and/or controlled substances.

HIPAA

Under the Health Information Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, a Covered Entity under HIPAA is legally obligated to maintain the privacy of client health information that it creates or receives.  The Agency recognizes the importance of keeping medical information confidential and is dedicated to meeting the HIPAA obligations.  All information that we have about clients we consider to be confidential, and we maintain technical and administrative safeguards to protect against unnecessary use and disclosure of it.  We expect our employees to respect our clients’ instructions regarding any incidental exposure to protected health information.  We are committed to supporting our clients in their efforts to comply with both state and federal privacy laws.

OSHA

Everyone has the right to a safe workplace. The Occupational Safety and Health Act of 1970 was passed to prevent workers from being seriously harmed at work or killed at work, and the law requires employers to provide their employees with working conditions that are free of known dangers.  The Act created the Occupational Safety and Health Administration (OSHA), which sets and enforces protective workplace safety and health standards which are maintained by the Agency.  OSHA also provides information, training and assistance to workers and employers.  Workers may file a complaint to have OSHA inspect their workplace if they believe that the Agency is not following OSHA standards or that there are serious hazards in the workplace.  An injured worker may undergo a drug screening.

REASONABLE ACCOMMODATION

The Agency strictly adheres to the requirements of the Americans with Disabilities Act (42 U.S.C. Sections 12101 et seq.).  While the Agency strives to appreciate the special needs of its disabled employees and provide the necessary, reasonable accommodations, it remains the responsibility of each employee subject to the provisions of the Act to promptly and effectively communicate in writing the need for accommodation to the Agency.

EQUAL EMPLOYMENT OPPORTUNITY

ACHIEVE Human Services, Inc. does not discriminate on the basis of race, color, ethnicity, national origin, religion, sex (including gender and pregnancy), sexual orientation, gender identity or expression, sexual harassment, retaliation, genetic information, age (40 and over), marital status, membership or activity in a local human rights commission, status with regard to public assistance, or any other basis prohibited by statute in employment or the provisions of services.