Receptionist (41360)

Position Summary :

The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, maintenance of office supplies, as well as additional clerical duties.

Responsible for all interaction with consumers and staff.

Essential Job Functions :

• Answers telephone and directs the caller to the appropriate associate. Will transfer a caller to staff’s voice mailbox when staff are unavailable.
• Meets the public and gives non-technical information. Screens, receives and greets office visitors and directs them to the proper party.
• Takes and retrieves messages for various staff and consumers.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Receives, sorts and forwards incoming mail.
• Distributes inter-office mail and faxes.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assists the Administrative Assistant in ordering, receiving, stocking, and distributing office supplies.
• Assists HR department in printing documents and filing.
• Creates and updates forms for various departments.
• Creates and prints certificates for staff training.
• Update and maintain contact sheet for the agency
• Keep and update copier ink inventory for the agency
• Learn about all services through out the agency to better provide information to callers and visitors.
• Complete and submit check requests accordingly.
• Maintain inventory of program supplies.
• Coordinate the scheduling of agency conference room reservations for meetings.
• Creates and prints certificates for consumer program achievement.
• Decorates and prepares birthday cards for employees, monthly.
• Prepares handbooks, brochures, envelopes, and pamphlets for various departments.
• Assists other WestCare staff as needed in a collaborative manner to promote cooperation and portray a professional image to the community.
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation.
• Participates as needed in special department projects
• Assists in creating and maintaining forms and reports, as needed.
• Participate in meetings and attend trainings as required and requested
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation
• Completes all orientation and mandated training activities, including E-Learning Courses, within required timeframes, and in accordance with the criteria established for this position.
• Perform any other duties as assigned.

Essential Qualifications :

Certifications / Licensures :

None

Education :

High School Diploma or equivalent and two (2) years of college-level education is required.

Experience and Competencies :

• One year of related administrative experience is required.
• Bilingual in Spanish / English preferred
• 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 cultural identity, ethnic background, age, developmental level, gender and sexual orientation in prevention, intervention and treatment.
• Demonstrates ability to work effectively with culturally diverse staff and consumers
• Demonstrates respect for an individual’s cultural and ethnic values when interacting with them
• Articulates a working definition of trauma
• Understands the impact of trauma
• Understands re-traumatization
• CPR Certification, First Aid Certification and an annual Tuberculosis test.
• Ability utilize Microsoft Office Software Suite
• Ability to provide an Affidavit of Good Moral Character
• Clearance in Pre-Employment Drug Testing and Criminal Records Checks, as required.
• 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; and

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.

M ental 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
30+ days ago