Receptionist

POSITION SUMMARY:

Under the direction of the Program Manager of Care Coordination Services, ensure that all individuals presenting for services at APLA Health receive quality customer service. Work with agency staff to make sure clients and other visitors are received and attended to promptly, courteously and efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Monitor all areas of reception and telephone operator assistance.
• Greet guests in a professional, friendly, hospitable manner and direct them to the appropriate service area.
• Notify appropriate staff when clients or guests arrive to see them.
• Professionally answer telephones and direct the caller to the appropriate staff.
• Remain knowledgeable and up-to-date regarding agency resources, functions, events, and other news, and communicate this information in an accurate and consistent manner to visitors and callers.
• Assist persons who call the agency by answering the phones according to departmental standards, using proper phone etiquette and by providing information and directing callers in a polite, courteous and helpful manner.
• Be responsible for daily duties such as being familiar with the day’s meetings, on-call schedule, and staff availability; checking overnight and personal voicemail and e-mail;
• Remain knowledgeable and up-to-date regarding departmental policies and procedures and use proper judgment and problem-solving skills to accurately apply these policies when required.
• Maintain a neat, clean and presentable workspace by keeping the reception areas clear of unnecessary clutter and by maintaining a professional presentation of informational materials approved for distribution properly organized.
• Consistently maintain the reception areas with adequate office supplies, all necessary forms, condoms, tissues and informational materials.
• Attempt to de-escalate possible crisis situations in person or by phone and contact the appropriate personnel when necessary.
• Work with the Program Manager of Care Coordination Services to write and continually update the reception desk manual.
• Review emails daily to keep abreast of changing schedules.
• Update weekly schedule and announcements to notify clients of program changes.
• Complete data entry as appropriate.
• Organize educational and promotional materials in the Reception area.
• Maintain a clean and professional Reception area.
• Attend Client Services Division meetings.
• Participate in staff trainings and seminars.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.