The Receptionist primary role is to serves visitors telephone inquiries by greeting, welcoming, and directing them appropriately. The receptionist is responsibility for maintaining security, telecommunication systems and distributing information within the office to ensure daily administrative and clerical operations run efficiently. As the first point of contact for prospects inquiring about or services the receptionist must have impeccable customer service. The receptionist will work collaboratively with the Operations manager to reinforce the organization’s purpose and ensure the delivery of GPI mission, vison, and values, and other job titles or duties may be added to this job description that are not listed below.
The Receptionist will report to the CEO/Program Director and be overseen by the Operations Manager.
- Welcome visitors by greeting them in person or answering the telephone.
- Maintain security by following procedures, lock front door, monitor logbook, and issue visitor badges.
- Provide basic and accurate information while screening inquiries.
- Schedule appointments and transfer calls.
- Confirm appointments for initial clinical assessment, pre-mid, pre-exit, and conjoined sessions, etc.
- Maintain scheduling calendar to ensure daily appointments run smoothly.
- Manage and distribute information within the office.
- Data entry to maintain participants Electronic Health Records (EHR).
- Coordinate office activities including clinical staff meeting.
- Maintain, generate, and run survey reports.
- Maintain office inventory, ordering of supplies, and ensure the overall appearance is clean and free from any debris or possible risks for injury.
- Upload all participants initial assessment and other documents into their document manager.
- Maintain office and drug testing supplies
- Maintain correct inventory records on all office drug testing supplies.
- Take minutes during clinical staff meeting.
- Maintain front office appearance and workspace.
- Maintain budget for office and drug testing supplies
QUALIFICATIONS AND EDUCATION REQUIREMENTS
SKILLS AND ABILITIES
- Excellent Customer Service Skills
- Solid Written and Verbal Communications Skills
- Strong Telephone etiquette
- Strong Listing Skills
- Customer Focus
- Organization Skills and Time Management
- Quality Assurance Reporting skills
- Stress Management Skills
- Filing / paper management skills
- Writing, Grammar, and Math Skills
EDUCATION AND CERTIFICATION
- Minimum of a High School Diploma is required; associate’s or bachelor’s degree in related field is preferred
- Prior experience as a receptionist or office management; in a clinical setting or related field is preferred
- Working knowledge of office equipment, such as computers, scanners, faxes, and phone lines
- Proficiency in MS Office (MS Excel and MS Outlook, in particular) and other office software packages
KEY COMPETENCIES CHARACTERISTICS
- Multitasking Skills
- Experience with Clerical Procedures in a fast pace office setting
- Problem Solving Skills
- Attention to Detail and High Level of Accuracy
- Information Gathering and Monitoring
- Teamwork and Collaboration
- Recipients who report a history of substance misuse, abuse, or addiction, or convicted of a misdemeanor or felony in the last 10 years must provide a written letter explaining the circumstances and the corrective actions taken since the reported event.
- Duties, responsibilities, and activities may change at any time with or without notice.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job-functions.
How to Apply
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Attn: Human Resources
Genesis Programs Inc.
1732 Palma Drive, #208
Ventura, CA 93003