Supervisor - Front Desk

Community Care Network; Rutland (VT); On-site; USD 52,500 - 60,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Vision insurance

Career Training and Development

Job summary

Community Care Network is seeking a Front Desk Supervisor to oversee reception staff and ensure smooth, professional front desk operations across multiple program locations in Vermont.

You will supervise scheduling, training, and performance, ensure coverage, and handle client documentation, EMR entry, and interdepartmental coordination with a focus on confidentiality and quality service.

Qualifications

• High School Diploma or equivalent required.
• Prior supervisory or leadership experience preferred.
• Strong interpersonal and conflict resolution skills are essential.
• Excellent verbal and written communication abilities are required.
• Proficiency with computer systems, including EMR data entry, is needed.

Responsibilities

• Supervise reception staff, including scheduling, training, coaching, and performance oversight.
• Ensure adequate reception coverage across locations and provide coverage as needed.
• Oversee front desk operations: manage multi-line phone systems, greet and direct clients, support staff and client needs, assist with forms and documentation.
• Ensure accurate client documentation (demographics, releases, consents, insurance, emergency contacts).
• Maintain EMR data entry and document coordination with team.
• Act as liaison between reception and program teams; respond to admin and interdepartmental requests.
• Ensure HIPAA privacy and other regulatory compliance; handle sensitive materials and prescriptions as needed.

Skills

Interpersonal skills

Conflict resolution

Verbal communication

Written communication

Organizational skills

Time management

Customer service

Discretion and confidentiality

Education

High School Diploma

Tools

EMR software

Job description

Community Care Network is looking for a Front Desk Supervisor to join our team!

Community Care Network is comprised of Rutland Mental Health Services and Rutland Community Programs. Our mission is to enhance the well‑being of our communities, individuals and families through a responsive, innovative and collaborative human service.

About the Role:

The Front Desk Supervisor oversees staff who perform reception and administrative support functions across multiple program locations. This role ensures consistent, professional front desk operations, adequate staffing coverage, and high‑quality customer service. The Front Desk Supervisor collaborates with clinical and administrative teams, clients, and community partners to support efficient program operations.

Responsibilities:

• Supervise reception staff, including scheduling, training, coaching, and performance oversight
• Ensure consistent and adequate reception coverage across all assigned locations; provide coverage as needed
• Oversee daily front desk operations, including:
  • Managing multi‑line phone systems
  • Greeting and directing clients and visitors
  • Supporting staff and client needs
  • Assisting with forms and documentation
• Ensure accurate and complete client documentation, including demographic information, releases of information, consents for treatment, insurance details, and emergency contacts
• Maintain the integrity of electronic medical records (EMR) through timely data entry, scanning, and coordination with team members
• Serve as a liaison between reception staff and program teams, responding to administrative and interdepartmental requests
• Ensure compliance with applicable state and federal regulations, including:
  • Privacy and confidentiality requirements (e.g., HIPAA)
  • Specimen collection procedures (e.g., urinalysis, sweat patch collection), as applicable
    • Collection of specimens as needed, which includes observed urine collection for legal proceedings
  • Handling of prescriptions and sensitive materials
  • Required documentation and recordkeeping
• Promote a professional, respectful, and trauma‑informed environment for clients, staff, and visitors
• Support process consistency and continuous improvement across locations
• Perform additional duties as assigned

Qualifications:

• High School Diploma or equivalent
• Prior supervisory or leadership experience preferred
• Strong interpersonal and conflict resolution skills, including the ability to de‑escalate challenging situations
• Strong organizational and time management skills, with the ability to prioritize tasks and demands
• Proficiency with computer systems, including experience entering data into electronic medical records (EMR)
• Excellent verbal and written communication skills
• Provide problem solving skills; while maintaining a high level of customer service by demonstrating professionalism and respectful approach towards others
• Ability to maintain strict confidentiality and handle sensitive information with integrity
• Demonstrated flexibility and adaptability in a fast‑paced environment
• Commitment to providing high‑quality, person‑centered customer service
• Must have a valid driver’s license, and reliable transportation with personal automobile liability insurance coverage at or above the levels mandated by the State of Vermont.
• Successful completion of a criminal history background check after hire.
• Competitive salary $52,500.00 - $60,000.00 (compensation is typically dependent upon experience)
• 401(k)
• 401(k) matching
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance
• Career Training and Development
• Collaborative and engaging team meetings with supervision

Our work is guided by our Core Values of Trust, Accountability, Respect, Cultural Competence, Person‑Centered Care, and continuous Learning and Growth.

Equal Opportunity Employer

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.