Front Desk Specialist

Family & Children's Services; Tulsa (OK); On-site; USD 31,000 - 36,000; Full time

Job summary

Family & Children's Services in Tulsa is hiring a Front Desk Specialist to be the first contact for clients and visitors, handling inquiries, scheduling, and reception duties to maintain a welcoming, organized environment.

The role requires a high school diploma and 1 year of medical office experience. Strong communication, confidentiality, and proficiency with MS Office and Adobe are essential to support daily operations across departments.

Qualifications

• High school graduate or equivalent.
• 1 year experience in medical office or healthcare with direct patient care/interaction.
• Experience with EHR and client records is a plus.
• Proficient with MS Office and Adobe.
• Ability to manage a multi-line phone system and other communication tech.

Responsibilities

• Greet and assist visitors in a friendly, professional manner.
• Answer and direct calls, emails, and inquiries promptly.
• Schedule appointments and manage calendars.
• Open and close the building daily.
• Maintain an organized reception area and perform data entry tasks.
• Coordinate mail and deliveries; support document management.
• Ensure security with access control procedures.
• Provide information about services and policies to guests.
• Collaborate with departments to support daily operations.

Skills

Telephone Operations

Front Desk Workflow

Client Engagement

EHR & Records

Financial Operations

Time Management

Education

High School Diploma

Tools

Microsoft Office

Adobe

Multi-line Phone System

Job description

The Front Desk Specialist will be the first point of contact for clients, guests, and employees, providing exceptional service while managing front desk operations efficiently. Responsibilities include handling inquiries, scheduling appointments, managing administrative tasks, and ensuring a welcoming and organized reception area.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

• Greet and assist visitors with a friendly and professional demeanor.
• Answer and direct phone calls, emails, and inquiries promptly.
• Schedule appointments, meetings, and manage calendars as needed.
• Open and close building daily
• Maintain an organized and clean reception area.
• Assist with administrative tasks such as data entry, filing, and document management.
• Coordinate incoming and outgoing mail and deliveries.
• Ensure security by following access control procedures.
• Provide information about company services and policies to guests and clients.
• Collaborate with different departments to support daily operations.

QUALIFICATIONS

EDUCATION:

• Must be a high school graduate or have HS equivalent

EXPERIENCE:

• 1 year experience in medical office or healthcare with direct patient care/interaction.

PERFORMANCE COMPETENCIES:

• Telephone Operations
• Front Desk Workflow
• Client and Public Engagement
• EHR and Client Record Responsibilities
• Financial operations
• Time Management

KNOWLEDGE/SKILLS/ABILITIES:

• Excellent oral and written communication skills.
• Ability to work cooperatively with staff and build rapport quickly, develop trust, and sustain working relationships.
• Ability to maintain a professional manner at all times.
• Ability to work with public and maintain effective working relationships.
• Ability to maintain confidentiality.
• Must be able to work within the Microsoft office suite of products and services as well as Adobe.
• Ability to manage multi-line telephone system and other communication technologies.

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a "safety-sensitive" position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the "safety-sensitive" classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children's Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.

Qualifications

Education

Required

High School or better.

Experience

Required

1 year: One year experience in medical office or healthcare with direct patient care/interaction in past 3 years required.

Licenses & Certifications

Required

Drivers License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.