Front Desk Receptionist

Position: Front Desk Administrative Assistant for Outpatient Substance Use Treatment Facility

Schedule: M-TH 12-8:30p, F 9a-3p (full-time; 8.5 hours M-TH, 6 hours F)

About Solstice: Solstice Counseling provides quality outpatient addiction treatment, with a proven track record of helping people recover from substance use. Our dedicated and highly qualified staff members are focused on the recovery of the whole person: mind, body, and spirit. You will find that our treatment is cost-effective, culturally sensitive, and carefully tailored to the individual needs of each person. Solstice has demonstrated a commitment to quality and excellence by meeting the strict standards necessary to earn accreditation by CARF, the international accrediting body. This represents the highest level of accreditation that can be awarded to an organization. All Solstice locations are licensed by the State of New Jersey Department of Health, and every member of our clinical staff is a licensed or intern-level drug and alcohol and/or mental health counselor.

Summary: At the front desk, you are the face of the office. You are the first and last person a client will see and interact with, and are often the first person to whom they speak when calling to schedule an appointment for treatment. As such, this position demands strong interpersonal skills when dealing with potential clients, referral sources, and visitors. The receptionist must have a professional, friendly, nonjudgmental, and inviting demeanor when engaging with clients, referral sources, and visitors in person, on the phone, and through email in addition to effective interoffice communication. The position requires a multi-tasked individual with the ability to work independently. Computer and data entry skills are required.

Experience with addiction/substance use treatment, either personally or professionally, is preferred.

Visit us online: www.SolsticeCares.com

1. Qualifications

• High School Diploma
• At least 1 year of administrative experience
• General knowledge of administrative and clerical procedures
• Understanding of customer service principles and practices
• Ability to work independently and as part of a team
• Personal computer skills, including strong typing ability and proficient use of Microsoft Office
• Be self-motivated
• Can prioritize the responsibilities and duties of the position
• Willingness to accommodate scheduling adjustments and assistance at additional Solstice office locations, if necessary
• Ability to communicate, consult and interact professionally with other members of the Solstice team, clients, referral sources, visitors, etc.
• Display strong, active listening, problem solving, and critical thinking skills

2. Key Competencies

• Verbal and written communication skills
• Professional personal presentation
• Customer service skills
• De-escalation skills
• Time management
• Information management
• Attention to detail
• Ability to multitask
• Work well independently and with a team
• Ability to handle high volume of clients and potentially stressful situations
• Initiative
• Flexibility
• Reliability

3. Responsibilities & Duties

Administrative Assistants are responsible for maintaining the front desk, overseeing front-end operations, and managing all reception, administration, and operational duties in the day-to-day functions of the agency. Specific responsibilities and duties include, but are not limited to:

• Answering the phone, transferring calls to the proper extension, taking messages
• Checking voicemails and forwarding them to the proper extension
• Greeting clients and visitors upon arrival
• Checking clients in/out for group and assessment appointments, including clients attending via Zoom
• Basic monitoring of groups on Zoom to ensure HIPAA requirements are being met
• Calling clients to reschedule that we a ‘no-show’ for group
• Printing the daily appointment list and putting the stickers on it that each client signs upon arrival
• Collecting copays and properly completing related documentation
• Processing assessment paperwork
• Scheduling groups and toxicology screenings for newly admitted clients
• Cancelling/Rescheduling clients' appointments as needed
• Rearranging clients' schedules/appointments upon receipt of a Schedule Change Form
• Rescheduling clients when the agency is closed for a holiday
• Ensuring that there is a valid release of information for any persons calling to inquire about any of the clients before giving them any information about the client
• Managing/updating the facility's transportation list
• Managing and tracking the drivers' daily reports and arrival time(s)
• Calling clients in the evening to confirm their need for transportation the next day
• Sending outgoing mail and distributing incoming mail to the proper mailboxes
• Sending emails and faxes as needed
• Scanning documents from the scan bin into the proper clients' charts
• Maintaining documents housed at the front desk to ensure copies are always present and up to date
• Keeping the Group Facilitator Sign-In sheet up to date and printing every month
• Observing client urine drug screenings as needed
• Giving out intern and employee applications to people arriving for interviews
• Ensuring the reception area is neat and tidy

Job Type: Full-time

Pay: $39,500.00 - $42,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $39,500 - $42,000