Office Coordinator

Talentify; Moorhead (MN); On-site; USD 22,000 - 30,000; Full time

Job summary

Talentify is seeking a friendly receptionist to be the first point of contact for clients. You will greet visitors, manage calls, schedule appointments, and support clinical staff in a welcoming, professional environment.

You will open and close the office, maintain confidentiality, and monitor waiting areas for safety. The ideal candidate has strong communication, organization, and multitasking abilities and can handle challenging situations with professionalism.

Qualifications

• Must be at least 18 years old and have a high school diploma or equivalent.
• Excellent communication and interpersonal skills are required.
• Experience in medical records is preferred.
• Ability to handle difficult situations professionally and maintain confidentiality.

Responsibilities

• Greet clients on arrival and check them in.
• Manage telephone calls and client scheduling.
• Perform filing, general typing, and mail handling.
• Track missed or late/cancelled appointments and support clinicians.
• Open and close the office, manage equipment, and ensure a tidy waiting area.
• Maintain patient confidentiality and assist with privacy practices.
• Monitor waiting areas for hazards and assist in emergency steps as needed.

Skills

Communication

Interpersonal skills

Time management

Organization

Multitasking

Professionalism

Phone etiquette

Confidentiality

Education

High school diploma or equivalent

Post-secondary education or admin support experience preferred

Tools

Word processing

Spreadsheet

Job description

Summary/Objective

This position is key in the organization, as it is the first point of client contact, and sets the tone for a client’s level of comfort with services. The receptionist is responsible to open the office and serves as a "host" for clients, families, and workers from other organizations. The primary objective is to facilitate a warm and professional environment, to help individuals feel welcomed when calling or coming into the clinic. This position conveys accessibility of services, and provides support for clinical staff to perform their jobs. The Receptionist oversees the waiting room.

Required Education and Experience

• Must be at least 18 years of age
• Must possess a high school diploma or equivalent.
• Post-secondary education or experience in a human service field and/or in administrative support services is preferred.
• Must have excellent communication and interpersonal skills.
• Must be able to deal with difficult situations in a client-oriented manner and present professionally at all times.
• Must be able to complete paperwork requirements in a timely manner.
• Must have good time management skills.
• Good organizational skills are a must.
• Must be able to multi-task and re-prioritize at times.
• Experience in medical records is preferred.
• Word processing / spreadsheet program knowledge/ability needed.
• Must pass a comprehensive criminal background check.

Essential Functions

Primary Responsibilities

• General Reception
  • Greet clients upon arrival, check them in
  • Telephone management
  • Client scheduling
  • Filing
  • General typing
  • Tracking failed and late/cancelled appointments
  • Score testing
  • Release of information requests
  • Mail
  • Scanning client information for charts
• Provide support to clinical staff for performing their job functions.
• Facilitate effective disposition of urgent and emergent cases.
• Open office as assigned:
  • Unlock doors
  • Un-program phone
  • Tidy up waiting room, spot vacuum as needed
  • Empty trash cans if needed
  • Make coffee
  • Turn on all equipment
• Close off as signed, including, but not limited to:
  • Lock all doors
  • Program phone to on-call after hours
  • Lock all filing cabinets in front office
  • Lock reception window
  • Shut down billing system and computers
  • Turn off all equipment
• Maintain confidentiality in all aspects of the job and facilitate data privacy practices in the office.
• Monitor the waiting room and clinic areas for potential hazards and safety risks, taking appropriate actions steps as needed.

Administrative Responsibilities

• Complete documentation in keeping up with the policy.
• Attend training and supervision meetings as scheduled.
• Complete time and expense sheets monthly.
• Contribute to the development of the agency policies and procedures as assigned.

Professional Expectations

• Dress in professional attire for the job.
• Work in a positive and cooperative manner with others.
• Resolve problems constructively.
• Take initiative. Be willing to pitch in. Be energetic.
• Communicate directly with colleagues.
• Be dependable with the schedule.
• Support new staff by providing training.
• Show flexibility when situations change, and re-prioritize work tasks when needed.
• Display a positive attitude about you job and the agency.
• Show pride in your work.
• Be patient with clients, co-workers and other team members.
• Be willing to give and accept constructive feedback.
• Accept responsibility for your own behavior and decisions.

Work Environment and Physical Demands

Under normal circumstances the employee will need to have the physical capacity to continuously use his/her hands for simple and firm grasping and fine manipulation. The employee may be required to do the following:

• Lift and carry 25-50 lbs.
• Push/Pull
• Squat/Kneel/Stoop
• Bend
• Twist upper, and lower back
• Climb a ladder