Receptionist - Bilingual Spanish

The Receptionist serves as the initial point of contact for all visitors, clients, and phone interactions. This role provides excellent customer service by warmly greeting and directing guests, answering general inquiries, ensuring a welcoming environment, and answering and routing incoming calls. The Receptionist must be friendly, proactive, and demonstrate a strong commitment to supporting both internal teams and the public via face to face or phone interactions. This role is key to making sure every visitor and caller’s experience is positive, efficient and seamless. Depending on site assignment, this position may primarily serve as a phone receptionist or be customer facing at one of the Tulsa Health Department’s health centers. All Receptionists may be asked to provide coverage at any location as needed to support operational efficiencies.The following functions represent the majority of the duties performed by the position, but are not meant to be all-inclusive or prevent other duties from being assigned when necessary.

ESSENTIAL JOB FUNCTIONS:

1. Demonstrate excellent customer service behaviors in internal/external interactions.
2. Provide a professional and welcoming experience by greeting and assisting all visitors, clients, and guests, and directing them to the appropriate staff or program.
3. Answer phone calls and general questions, offering information about our programs, services, and locations. When a client's needs fall outside our services, they will need to connect them with external community resources.
4. Maintain orderliness of reception area and adheres to LEAN guidelines.
5. Manage and schedule meeting rooms for internal organization requests.
6. Stay up to date on all program services, hours of operation, and locations to provide accurate and reliable information.
7. Perform clerical duties as needed to support various departments. This includes signing for packages, notifying staff of deliveries, and assisting with special projects.
8. Collaborate with other members of the reception team to identify opportunities for improvements in customer support processes. 
9. Monitor inbound calls to identify trends or public concerns and report feedback to the supervisor.
10. Attend all required meetings.
11. Special projects as assigned, including those required to fulfill activities in support of public health emergency operations.

Education: High school diploma or equivalent required.

Experience: One year as a receptionist and one year of general clerical duties preferred.  One year of direct customer service experience required.

Knowledge/Skills:

• Ability to Serve the community in a way that builds trust, instills dignity and shows respect.
• Working knowledge of general office clerical methods and procedures concerning public contact, and telephone procedures.
• Strong communication skills in dealing with the public in various situations, while maintaining courtesy and diplomacy in placing visitors at ease.
• Basic computer skills knowledge.
• Excellent time management skills required. 
• Good interpersonal and customer service skills required.
• Ability to follow oral and written directions and work effectively with others.
• Bilingual (Spanish/English) Required

Licenses: None

Required Work Schedule: Monday-Friday; 8am-5pm. May be required to work extended hours during seasonal events i.e. Back to School, Flu seasonINTERNAL AND EXTERNAL WORKING RELATIONSHIPS:

• Internal contact with THD personnel in scheduling conference rooms and providing general information and building effective relationships to better service our clients.
• External contact with Board of Health members, public officials, visiting dignitaries, personnel representing community agencies, and the public.

PHYSICAL EFFORT:
Must be able to sit for extended periods of time.   Ability to perceive sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication.   Ability to stand and physically direct individuals to specific areas. 

SUPERVISORY RESPONSIBILITY / ACCOUNTABILITY:
Direct Supervision – None
Indirect Supervision – None
Budget/Money/Material – Responsible for assigned computer hardware and software
Reports to – Customer Service Supervisor
Location – Assigned at time of posting; position will be primarily located at one of the main Health Center locations.

WORKING CONDITIONS:
Office environment with moderately high noise or high traffic area, and frequent interruptions with no privacy.? 

SPECIAL REQUIREMENTS:

• Must maintain THD record confidentiality according to HIPAA regulations.
• Ability and willingness to perform job-related travel to all three regional locations

FLSA Status: Non-Exempt