Office Assistant/Spanish Speaking only

SPANISH SPEAKING REQUIRED. We are looking for a receptionist to manage our front desk daily and perform various administrative and clerical tasks. As a Receptionist, you will be our company's first point of contact. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet staff who come into the office. You will coordinate front-desk activities, including distributing correspondence, redirecting phone calls, and sending orders and medical records.

To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. You should be able to deal with emergencies promptly and effectively while streamlining office operations. Multitasking and stress management skills are essential for this position. Ultimately, a Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

Responsibilities

• Greet and nicely welcome guests/staff when they arrive at the office.
• Arrive to the office on time.
• Direct visitors to the appropriate person and office.
• Answer, screen, and forward incoming phone calls.
• Ensure the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, brochures, lobby floors dusted).
• Provide basic and accurate information in person and via phone/email.
• Receive, sort, and distribute daily mail and deliveries.
• Ordered front office supplies and kept an inventory of stock.
• Perform all duties within HIPAA regulations; maintain the confidentiality of all clinicians, staff, and client’s information.
• Update calendars and properly schedule our clients, meetings, and groups.
• Facilitate internal communications on multiple platforms to ensure an efficient appointment flow.
• Reports safety concerns promptly to the appropriate leader in our team (CEO).
• Promote effective working relations to facilitate the department’s meeting its goals and objectives.
• If you disagree with a team member, address it first with the team member and do so via email. If the disagreement is not solved, please bring it up to the CEO via email. This will ensure everything is in writing with little room for misunderstandings.
• Rescheduling appointments according to the follow-up notes or as requested by leadership.
• Collects payments by LWC policies/ able to explain sliding fees and flat charges.
• Identifies all patients' responsibilities based on insurance benefits, calculates estimates, collects liabilities/Late payments, posts payment transactions in our system, and performs daily reconciliation.
• In preparation for the appointment, provide all appropriate information to patients and ensure intake forms are correctly filled out, financial obligations are well explained to clients, and referrals.
• Translate in Spanish when needed by a clinician for therapy sessions.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing documents.
• Helped with preparations when we had groups or networking gatherings.
• Make bank deposits as needed.
• Assist the CEO with tasks needed in the office.

Skills

• Proven work experience as a Receptionist, Front Office Representative, or similar role
• Proficiency in Microsoft Office Suite and Mac computers.
• Hands-on experience with office equipment (e.g. Phones, fax machines, and printers)
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Excellent customer service attitude.
• High school degree/ GED or enrolled in school. Additional certification in Office Management is a plus.
• Be a great team player.
• Be self-motivated.

Benefits

• Professional Development assistance.
• 25% Children’s Day Care Stipend in our selected daycare, 5 minutes away from the office.
• 5 holidays I paid.
• Two weekdays paid after 11 months of working together.

Administrative Duties:

• Sorting and sending mail.
• Answering and routing phone calls.
• Greeting visitors.
• Stocking supplies.
• Assisting CEO with tasks asked in the office.

Typical start time:

• 8 AM

Typical start time:

• 5 PM

Job Type: Full-time

Pay: $18.00 per hour

Schedule:

• 8-hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Office administration: 1 year (Preferred)
• Fluent in English and Spanish REQUIRED.

Work Location: 628 N Pugsley St, Salt Lake City, UT 84103

Job Types: Full-time, Part-time

Pay: $17.08 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift

Work Location: In person

Salary : $17 - $18