Receptionist

Position Summary:

The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, maintenance of office supplies, as well as additional clerical duties. Responsible for all interaction with consumers and staff.

Essential Job Functions:

• Answers telephone and directs the caller to the appropriate associate. Will transfer a caller to staff’s voice mailbox when staff are unavailable.
• Meets the public and gives non-technical information.  Screens, receives and greets office visitors and directs them to the proper party.
• Takes and retrieves messages for various staff and consumers.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Receives, sorts and forwards incoming mail.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assists the Administrative Assistant in ordering, receiving, stocking, and distributing office supplies.
• Assists HR department in printing documents and filing.
• Creates and updates forms for various departments.
• Creates and prints certificates for staff training.
• Update and maintain contact sheet for the agency
• Keep and update copier ink inventory for the agency
• Learn about all services through out the agency to better provide information to callers and visitors.
• Complete and submit check requests accordingly.
• Maintain inventory of program supplies.
• Coordinate the scheduling of agency conference room reservations for meetings.
• Creates and prints certificates for consumer program achievement.
• Prepares handbooks, brochures, envelopes, and pamphlets for various departments.
• Assists other WestCare staff as needed in a collaborative manner to promote cooperation and portray a professional image to the community.
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation.
• Participates as needed in special department projects
• Assists in creating and maintaining forms and reports, as needed.
• Participate in meetings and attend trainings as required and requested
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation
• Completes all orientation and mandated training activities, including E-Learning Courses, within required timeframes, and in accordance with the criteria established for this position.
• Perform any other duties as assigned.

Experience and Competencies:

• One year of related administrative experience is required.
• Bilingual in Spanish/English 
• Ability to communicate proficiently with all levels of staff.
• Ability to collaborate with all levels of staff.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Understanding written sentences and paragraphs in work related documents.
• Communicating effectively verbally and  in writing as appropriate for the needs of the staff and consumers
• Demonstrates ability to be extremely precise and detail oriented.
• Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct
• Understanding of professional ethics, consumer rights, and professional responsibilities
• Demonstrates ability to work effectively with diverse staff and consumers
• Demonstrates respect for an individual’s cultural and ethnic values when interacting with them
• Ability utilize Microsoft Office Software Suite
• Ability to provide an Affidavit of Good Moral Character
• Clearance in Pre-Employment Drug Testing and Criminal Records Checks, as required.
• Knowledge of WestCare Mission, goals and values
• Knowledge of Incident Reporting
• Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality
• Familiarity with WestCare services and programs
• Demonstrates a high degree of dependability.
  • Maintains a good attendance record.
  • Observes working hours
  • Shows flexibility and is responsive to requests from supervisor
  • Works independently with minimal supervision
  • Exhibits characteristics of good workmanship, and integrity on the job
  • Work time is always productive
• Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and  regulatory agencies
  • Is courteous to consumers, staff, and all others.
  • Demonstrates tact at the appropriate time.
  • Cooperates with others both within and outside WestCare.
  • Works well with supervisor; accepts direction and supervision
  • Maintains a positive attitude toward work
• Ensures and maintains a safe working environment.
• Presents a positive personal image
• Dresses and maintains a professional demeanor.