Medical Office Receptionist

About the Role

The Counseling Services Receptionist ensures the smooth operation of daily activities at HAART. This position involves managing office supplies, facility coordination, IT support, and administrative duties while maintaining a welcoming and organized atmosphere. You’ll play a key role in creating a clean, professional, and client-friendly environment, supporting both staff and patients.

This is an on-site position located in Oakland, CA.

Why Join HAART?

We care deeply about our team’s well-being and success. When you join HAART, you’ll benefit from:

• Three weeks of paid time off annually, plus paid holidays.
• Up to $875/month toward medical and dental premiums in the HAART-sponsored plans.
• 5.5% employer contribution to your HAART-sponsored 403(b)-retirement plan.
• Opportunities for personal and professional growth.
• A fun, casual, and supportive team environment where your success is our success!

Schedule & Pay

Part-Time Monday-Wednesday, 5:30am-12:30pm.

$23.00 - $26.00 per hour.

Key Responsibilities

Administrative and Office Management

• Greet clients in the counseling suite with a warm, welcoming attitude and assist with restroom access and counselor contact if needed.
• Set up the counseling suite reception area each morning, ensuring a clean, relaxing atmosphere with stocked hygiene stations, TV, and air filters ready.
• Answer the main phone line, manage voicemail messages, and distribute calls/messages.
• Manage office, janitorial, and medical supplies, ensuring stock levels meet the needs of both Oakland and Hayward clinics.
• Inventory and manage agency equipment (keyboards, computers, cords, etc.).
• Coordinate with janitorial, facilities, and IT contractors to ensure duties are completed.
• Conduct safety and security inspections, maintaining complete and up-to-date safety logs.

Reception and Client Support

• Enter and manage patient health information in the electronic health record system.
• Organize and maintain the reception area, supplies, and restrooms in a professional, attractive manner.
• Monitor security and ensure staff presence in waiting areas.
• Maintain confidentiality of patient information in compliance with HIPAA regulations.

Backup and Team Support

• Provide backup for all receptionists at both Oakland and Hayward clinics as needed.
• Offer clerical support by managing mail, faxes, phones, document scanning, and data entry for administrative and clinical staff.
• Assist with other duties and special projects as assigned.

Qualifications

• Previous reception experience in a healthcare setting, behavior healthcare preferred.
• Professional and pleasant demeanor and appearance.
• Ability to problem-solve and remain calm in high-pressure situations.
• Previous reception experience in a healthcare setting, behavior healthcare preferred.
• Proficiency in Microsoft Office Suite and the ability to learn new systems.
• Strong organizational skills, with the ability to prioritize tasks and meet deadlines.
• Excellent interpersonal skills and a collaborative work style.
• Experience maintaining confidential records and related documentation.
• Attention to detail and commitment to high professional standards.
• Strategic thinking and analytical skills to identify opportunities for improvement.
• Physical capability to lift at least 25 lbs., with bending, reaching, and carrying throughout the day.
• Ability to comply with the latest infection control guidelines from the CDC, State, County, and City.

At HAART, we value diversity and are proud to be an equal-opportunity employer. We welcome applicants of all backgrounds, regardless of race, gender, religion, sexual orientation, or disability status. Whoever you are, if you have the skills and experience we’re seeking, we want you on our team.

If you’re an organized, professional individual who thrives in a casual and supportive atmosphere, apply today!