Job Title: Receptionist

Department: Client Services

Reports To: Client Services Manager 

Hours: Full Time, 40 hours (M-F)

FLSA Status: Non-Exempt, 

Type: Field-Based: No

JOB SUMMARY: The Receptionist is responsible for greeting visitors and delivering exceptional customer service assistance. This entails answering calls and fielding them accordingly, addressing visitor questions and needs, and providing an overall welcoming environment. In addition, the receptionist will support the Executive Assistant with office administrative duties, and will provide ad hoc support for administrative duties to other departments as needed. Provide a high level of customer support that is professional, personal, and sensitive to the needs of clients while adhering to C4K’s policies and procedures. Effectively establish supportive relationship with clients, staff, and outside entities to garner resources necessary to provide comprehensive services to all clients. The Receptionist shall perform the duties below: 

ESSENTIAL FUNCTIONS:

Client Services Duties:

• Uphold the mission and core values of Counseling4Kids. 
• Serve as primary contact in the reception area for clients and visitors. 
• Greets clients, visitors, and guests; determines the purpose of each persons visit and directs or escorts him or her to the appropriate location. Notifies company personnel of visitor arrival.
• Informs visitors by answering or referring inquiries.
• Answers phones in a professional manner, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Maintain office security by following safety procedures, agency policy, and controlling access via the reception desk (monitor logbook, issue parking reimbursement)
• Responsible for ensuring that the department is adhering to agency policy to ensure timely access to care for all patients by: 

• Daily review of department, clinician, and/or client calendar to determine when clients will be visiting the office. 
• Update calendars and schedule meetings
• Ensure that clients and/or guardians visiting the office adhere to safety protocol and agency policy 
• Remain in reception area for the duration of visist, to assist clients as needed. 
• Validate parking as needed for client and/or guardian, and update parking log at the end of the visit. 

• Attend referral, scrum, and other required meetings as scheduled.
• Provide translation and/or interpretation services when needed.
• Daily review of treatment room calendars to ensure room availability and staff coverage
• Office walkthroughs to conduct PHI checks and incoming faxes
• Review clinicians’ paperwork and make corrections, or alert clinician or supervisor as appropriate. 
• Enter clinical paperwork into Exym and track all incoming hard copies of documentation. 
• Maintain knowledge and communication with relevant agencies for purposes of referrals and Counseling4Kids availability to receive cases.
• Other duties as assigned.

General Administrative Duties: 

• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Perform general reception duties including but not limited to maintaining the waiting area and therapeutic spaces.
• Assist the other departments with administrative support on routine daily tasks and on special projects (i.e. help with letter-writing, copying, faxing, contacting providers and community partners, gathering materials, doing research, creating spread-sheets, tracking data, and creating reports). 
• Keep inventory of office supplies and inform Executive Assistants items that need to be reordered.
• If necessary, complete purchase order requests and keep updated records of office expenses. 

• Maintaining office cleanliness daily including keeping the Oasis (Breakroom) clean.
• Contributes to team effort by accomplishing related results as needed.
• Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Provide administrative coverage and support when necessary.
• Preparing meeting and training rooms.
• Other duties as assigned. 

Other Duties 

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Note: In the event that the Agency requests the regular usage of bilingual skills, the passing score of 70% on a proficiency test is required to receive a monthly bilingual stipend; per the Agency’s Bilingual Stipend Policy. 

Competencies 

• Customer Service • Collaboration • Thoroughness
• Verbal Communication • Flexibility •Teamwork
• Professionalism • Listening • Supply Management

MINIMUM QUALIFICATIONS: 

• BA in psychology, social work or related field 

OR

• One of the following equivalents: 

- AA degree in related field and minimum 2 years relevant work experience

- 4 years related work experience in a mental health agency

• Knowledge of DMH systems and procedures 
• Knowledge of the Integrated System and Medi-Cal billing 
• Knowledge of Microsoft Suite (i.e. Outlook, Word, and Excel)
• Knowledge of office equipment (i.e. fax machines and printers)
• 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
• Bilingual English/Spanish preferred 

Special Conditions:

NOTE: The first year of employment is an introductory period. At the end of the first ninety (90) days, and every quarter thereafter for the duration of employment, job performance, attendance, attitude and overall interest in the job will be assessed in a performance evaluation. 

Employees who fail to demonstrate the expected commitment, performance and attitude may be terminated at any time during the introductory period. However, completion of the introductory period does not change or alter the “at-will” employment status. Employees continue to have the right to terminate their employment at any time, with or without cause or notice, and the Agency has the same right. The company, in its sole discretion, may change the job duties, responsibilities and assignments of any position, at any time. 

EEO Statement: 

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

Counseling4Kids expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Counseling4Kids’ employees to perform their job duties may result in discipline up to and including discharge.