Receptionist

SUMMARY: The receptionist position is office-based and is responsible for greeting incoming visitors, answering phones, entering referrals, and supporting staff members with clerical tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet, welcome, and register visitors in a professional and friendly manner, connecting them with and notifying the appropriate staff.
• Answer incoming phone calls, check agency voicemails daily, enter call data into the electronic referral system, route calls appropriately, respond to general inquiries, and relay messages to staff members.
• Support staff with typing and formatting documents, clerical data entry, preparing envelope labels, handling mailings, faxes, scans, copies, and other special projects.
• Document Participant mailings in the electronic charting system accurately and promptly.
• Maintain and update master mailing lists as needed.
• Receive, sort, and distribute all incoming mail to the appropriate staff members, including scanning and emailing documents to off-site personnel.
• In coordination with the Chief Compliance Officer, respond to requests for medical records.
• Assist with retrieving information from participants’ charts for quality and state audits as requested.
• Scan records and documents as needed for legal services or audits.
• Maintain and update the resource library as needed.
• Enter referrals and assign to appropriate staff members.
• Provide backup coverage for the Office Assistant.
• Perform other duties as assigned by the Supervisor or Executive Director, consistent with the employee’s skills.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• Associate degree or equivalent.
• Ability to answer phones, direct calls, and answer general inquiries about the agency.
• Effective communication skills and proper phone etiquette.
• Ability to work as part of a team.
• Computer experience-data entry and word processing.
• Ability to organize and maintain paper and computer filing systems.
• Ability to work in the office located in Brooklyn, MI – Due to core job functions of this role, work schedule is required to be in office.

Language Skills: Possess the ability to read, analyze and interpret common technical journals, financial reports, and legal documents. Possess the ability to respond to common inquiries or complaints from end users, regulatory agencies, or members of the business community.

Mathematical Skills: Possess the ability to work with mathematical concepts such as probability and statistical inference. Possess the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability: Possess the ability to define problems, collect data, establish facts, and draw valid conclusions.

Other Skills & Abilities:

• Analyze policy material
• Manage time and work well with people on an individual basis
• Access office files
• Accurately enter and retrieve information from a computer
• Ability to sit for extended periods of time
• Multi-tasking and trouble shooting ability

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit and use hands and fingers, handle or feel objects, tools or controls. The employee is occasionally required to stand and walk.