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Front Desk Receptionist-Administration Assistant
5 months ago
** Childhaven**
** Front Desk Receptionist-Administration Assistant**
Seattle, WA 98122
Participate in on-going, job-related, professional development opportunities in-service trainings and continuing education (e.g., Child Abuse Awareness, HIPAA, Anti-racism, etc). Perform all other duties assigned by supervisor and/or leadership to help ensure efficient and effective operations
Ensure timely opening and closing of facility with an awareness of and in cooperation with agency directors regarding after business hours, facility use and agency events.
Provide a clean and clutter-free lobby/reception area to create a welcoming environment.
Maintain a cheerful attitude to ensure all staff, clients and guests are met in a polite and professional manner upon arrival. Quickly notify appropriate staff of visitors.
Ensure all incoming calls are answered in a timely & friendly manner.
Accurately & efficiently route voicemails to appropriate staff.
Schedule appointments and perform reminder calls.
Complete the necessary documentation in the electronic health record (E.H.R.) within Credible software system.
Develop and document process improvement Best Practice Procedures (BPP)to improve organizational efficiency and effectiveness.
Collect co-pay(s) as needed and sort daily mail.
Manage our room-reservation calendar and info@childhaven.org email.
Operate printers, fax/copy machines& keep in proper working order.
Assistant manage special projects and assignments (reports, correspondence, tours, HR related matters, etc.)
Provide back-up support on intake and referrals calls.
Assist with gathering and distributing record requests.
Purchase office supplies and maintaining adequate materials at facilities for staff.
Efficiently and accurately enter data, schedule meetings, and correspond with clients and staff.
Partner with the Community Engagement Coordinator on Volunteer activities.
Regularly assess own performance for improvement.
**Description of KSAs**
Punctuality: Reliable& dependable individual who opens on time and is available during office hours until closing. Is flexible in the tasks assigned per day and willing to drive to other locations as needed.
Organization skills: Reception experience & outstanding org skills. Ability to prioritize assignments from multiple staff.
Attitudes positive, warm, and professional attitude. Interacts well with the public and staff.
Time Management: Ability to work in high-pressure situations and take responsibility for completing assignments by deadline.
Verbal Communication: The ability to effectively communicate. Has the skills and abilities needed to develop and maintain good public relations among clients, volunteers, other personnel, the public.
Writing Skills: Knowledgeable and effective in maintaining electronic and written records in an organized manner. Ability to craft email.
Decision-Making: Strong skills in decision-making and self-advocacy (requesting assistance from staff when necessary).Ability to work independently and concurrently work on multiple tasks.
Task-Oriented: Ability to take copays, referrals, complete record requests, order office supplies and finish other projects.
Technologically Proficient: Experienced with MS Word (ability to type 50 wpm), Excel, and Outlook.
Self-Reflection: Intentionally taking time for reflection and evaluate how to better align with company mission & values.
Open-Minded: Ability to work effectively with diverse clients and agency staff. Be aware of other needs & advocate for safety.
Accepting: Be in acceptance of a variety of lifestyles, behaviors, cultural and spiritual practices.
**MINIMUM QUALIFICATIONS:**
High school and/or business school education.
Minimum three years general telephone and office experience required.
**Additional Requirements of Employment**
**Required**
Cleared background check
Must have reliable transportation, valid drivers license, safe driving record and auto liability insurance. Ability to drive to and from work at all Childhaven locations as needed.
Perform a range of physical motions; including, but not limited to lifting and carrying up to 25 lbs., standing, walking, sitting for long periods of time and kneeling, squatting, and stooping too.
Ability to use the senses of sight and hearing to effectively perform responsibilities.
Comply with all Childhaven policies and procedures.
Commit to the Vision, Values and Mission of the agency.
**Preferred**
Multi-lingual
**COMPENSATION:**
Childhaven uses a grade and step approach to determine compensation.
Every position is assigned a Grade on a vertical scale of 1 to 12. The higher the Grade, the higher the requirements for specialized knowledge, skills, experience, education, training, and responsibility.
Each person is assigned a Step on a horizontal scale of 0 year to 20 years for a Grade based on recognition of every individuals relevant and related years of experience. Exact experience in a grade receives 100% credit and similar experience in a lower grade receives approximately a 50% credit.
* *Childhaven serves families from diverse communities, and we are committed to recruiting candidates who reflect this diversity. Multilingual and multicultural candidates are highly encouraged to apply*
**No matter your role, you'll get opportunities to attend a wide variety of trainings on clinical and education topics, advocacy, management skills and more.**
* We also work hard to make sure that you have a mentora person who's helping you grow professionally.
* Were dedicated to serving the full range of cultural diversity in our community, and to providing families with care thats relevant to them and their values. As a member of Childhaven staff, youll be encouraged to contribute to community engagement strategies and will participate on the ESIT Racial Equity/Social Justice Team to ensure that our programs and protocols are doing their part to dismantle systemic racism.
**We strive to make Childhaven a great place to work by living our values: Teamwork, Equity, Excellence, Dedication, Respect, and Reflection. Heres a little bit about what we offer our staff:**
* We believe in fully transparent hiring process.
* We offer a comprehensive benefit package including medical, dental and vision insurance. Expanded benefits include a flexible spending account, healthcare reimbursement account, a 403(b) savings program with employer A full listing of benefits is available.
* Opportunities to attend a wide variety of trainings on clinical and education topics, advocacy and more.
* Were dedicated to serving the full range of cultural diversity in our community, and to providing families with care thats relevant to them and their As a member of Childhaven staff, youll be encouraged to contribute to community engagement strategies and our anti-racism council, which makes ongoing recommendations to ensure that our programs and protocols are doing their part to dismantle systemic racism.
