Receptionist

Description

Position Summary:

The Receptionist / Administrative Assistant is responsible for providing support to office manager and case management staff. This position requires answering incoming calls, directing them to the appropriate associates, and managing mail distribution. This role also includes maintaining office supplies and performing additional clerical duties to support daily operations. As the first point of contact for visitors and callers, the Receptionist ensures professional and courteous interactions with consumers and staff while contributing to a well-organized and efficient office environment.

Essential Job Functions:

Front Desk & Communication:

• Answer telephone calls and direct them to the appropriate staff member.
• Transfer calls to voicemail when staff are unavailable.
• Greet and screen office visitors, providing non-technical information and directing them to the appropriate party.
• Take and retrieve messages for staff and consumers.
• Provide general information, including company address, directions, fax numbers, website, and other related details.

• Receive, sort, and forward incoming mail.
• Distribute inter-office mail and faxes.
• Coordinate express mail services (FedEx, UPS, etc.).
• Assist with ordering, receiving, stocking, and distributing office supplies.
• Maintain inventory of copier ink and program supplies.

• Assist with printing and filing documents.
• Create and update forms for various departments.
• Generate and print certificates for staff training and consumer program achievements.
• Prepare handbooks, brochures, envelopes, and pamphlets as needed.
• Complete and submit check requests accordingly.
• Maintain and update the agency contact sheet.
• Coordinate the scheduling of conference room reservations.
• Assist in planning and preparing office celebrations, including decorating and preparing birthday cards for employees.
• Participate in special department projects as needed.

• Learn about all agency services to provide accurate information to callers and visitors.
• Participate in meetings and required trainings.
• Perform other administrative activities including typing letters or reports, performing clerical accounting and data collection/entry.
• Schedule appointments and arrange travel schedules, reservation, and other accommodations for the case management team.
• Run errands upon request.
• Ensure compliance with all orientation and mandated training activities within required timeframes.
• Embrace and embody the mission, vision, guiding principles, and goals of WestCare Foundation.
• Assist other WestCare staff collaboratively to maintain professionalism and community engagement.
• Availability to work a flexible schedule as required by the department, including nights and weekends.  
• Perform any other duties as assigned.

Qualifications

Essential Qualifications:

Certifications/Licensures:

• None

Education:

• High School Diploma or equivalent is required

Experience and Competencies:

• One year of related administrative experience is required.
• Ability to communicate proficiently with all levels of staff.
• Ability to collaborate with all levels of staff.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Understanding written sentences and paragraphs in work related documents.
• Communicating effectively verbally and in writing as appropriate for the needs of the staff and consumers
• Demonstrates ability to be extremely precise and detail oriented.
• Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct
• Understanding of professional ethics, consumer rights, and professional responsibilities
• Understanding of issues related to individuals with varied identities in prevention, intervention and treatment.
• Understands that individuals with distinct community backgrounds have different perceptions of health
• Understands that individuals with distinct community backgrounds define and perceive family and its importance differently
• Demonstrates ability to work effectively with individuals with distinct community backgrounds
• Articulates a working definition of adverse experiences
• Understands the impact of adverse experiences
• Understands triggers past adverse experiences
• CPR Certification, First Aid Certification within first 6 months of hire
• Knowledge of Microsoft Office
• Knowledge of WestCare Mission, goals and values
• Knowledge of Incident Reporting
• Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality
• Familiarity with WestCare services and programs
• Demonstrates a high degree of dependability.
  • Maintains a good attendance record.
  • Observes working hours
  • Shows flexibility and is responsive to requests from supervisor
  • Works independently with minimal supervision
  • Exhibits characteristics of good workmanship, and integrity on the job
  • Work time is always productive
• Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies
  • Is courteous to consumers, staff, and all others.
  • Demonstrates tact at the appropriate time.
  • Cooperates with others both within and outside WestCare.
  • Works well with supervisor; accepts direction and supervision
  • Maintains a positive attitude toward work
• Ensures and maintains a safe working environment.
  • Work area is clean and orderly.
  • Verbalizes, understands and adheres to agency safety procedures.
  • Demonstrates appropriate use of Unusual Incident Reports, in accordance with the Center’s reporting procedures
• Presents a positive personal image
• Dresses and maintains a professional demeanor

Working Conditions:

• Work is primarily performed in an office or residential treatment setting

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds.  Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).  Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word.  Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.

• The normal work routine involves no exposure to human blood, body fluids or tissues.  However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. 
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions. 
• Requires the ability to work under stress and in emotionally charged settings.
• The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.
• Must be able to handle multiple demands from simultaneous telephone calls, visitors and clients and staff members

Salary : $22 - $24