Receptionist/Financial Assistant

Summary:

Under the supervision of the Director of Finance, the Finance Assistant/Receptionist is responsible for answering the main organizational phone line, greeting customers as the first-line representative, and providing clerical support to the Finance, Patient Services, and Community Development Departments and to other departments as needed. The receptionist also maintains an effective and efficient front office workflow.

Dimensions:

Equipment: Office equipment including general office equipment to include computers, postage machine, copiers/fax/scanners, electronic check deposit scan, and other office machinery as needed.

Nature and Scope:

Essential duties and responsibilities include the following – other duties may be assigned.

• Responsible for the daily operations of the front office providing clerical support to Finance, Patient Services, Quality Improvement, Education/Training, Community Development and other areas as required ensuring smooth operations. The Finance Assistant/Receptionist answers and directs phone calls and can resolve problems that arise diplomatically. Must be able to handle tasks as needed.
• The Finance Assistant/Receptionist must interact positively and effectively with all levels of staff within the organization, as well as members of the general public, private and governmental agencies associated with the organization. The Finance Assistant/Receptionist must possess a proactive, customer-focused philosophy and attitude while performing all aspects of the job with maximum efficiency. The Finance Assistant/Receptionist responds to internal and external customers in a proactive manner to ensure a favorable impression of the organization.

• The Finance Assistant/Receptionist must be self-motivated, capable of self-direction, and able to handle multiple projects with positive outcomes in a busy office setting. This individual must possess good verbal and written communication skills and other organizational software needed to perform job duties required.

Essential Duties and Responsibilities:

1. Professionally answers multi-line phone calls, transfers calls to appropriate person or department. Distributes telephone and/or other messages to appropriate staff; resolves routine issues that arise and handles routine complaints with discretion.

1. Greets internal and external customers in a friendly, positive manner while maintaining the security of the front office area.

1. Provides clerical support to all departments, as needed or required, to ensure positive outcomes and to meet emergency situations within the organization.

1. The incumbent maintains effective and efficient office procedures adhering to the confidentiality of sensitive material and patient information.

1. The incumbent is responsible for the daily deposit by scanning and remotely depositing the funds into the organization’s accounts on the bank’s website.

1. As needed, assists the Education Department by taking enrollment and tuition for scheduled classes; prints and distributes certification certificates and cards. Responsible for billing facilities for all classes and materials for scheduled classes.
2. Distributes and balances petty cash.

1. Orders and processes office supplies for administrative departments.

1. Ensures all mail is processed properly and in a timely manner ensures it is ready for pickup at the designated times. Prepares special package mailing through UPS or other designated companies as needed.

1. Ensures deliveries are picked up in a timely manner by the appropriate department to present an organized appearance of front office area.

1. The incumbent will deposit all membership monies and prepare and enter the necessary journal entries for the transactions.

1. The incumbent will assist the Patient Services with accounts receivable, mail processes, scanning medical information and attaching to patient accounts, data entry, and any other duties as assigned.

1. Regular and reliable attendance is an essential function of this position.