Supervisor - Front Desk

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

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Employee assistance program

Flexible schedule

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Professional development assistance

Retirement plan

Tuition reimbursement

Vision insurance

Career training and development

Job summary

Community Care Network is seeking a Front Desk Supervisor to oversee reception and administrative support across multiple program locations in Vermont. You will supervise staff, ensure coverage, and maintain HIPAA-compliant processes while collaborating with clinical and administrative teams to support efficient operations.

You will manage forms, EMR data entry, and client documentation, delivering professional, trauma-informed customer service across sites.

Qualifications

• High School Diploma or equivalent.
• Supervisory or leadership experience preferred.
• Proficiency with EMR data entry and electronic records.
• Strong interpersonal and communication skills.

Responsibilities

• Supervise reception staff including scheduling, training, and performance oversight.
• Ensure adequate front desk coverage across locations.
• Oversee daily front desk operations (multi-line phones, greeting clients, supporting staff).
• Assist with forms and documentation.
• Maintain accurate client documentation and EMR data integrity.
• Coordinate with clinical and administrative teams; ensure HIPAA compliance.
• Promote a professional, trauma-informed environment for clients and staff.
• Support process improvements across locations.
• Perform additional duties as assigned.

Skills

Interpersonal skills

Conflict resolution

Organizational skills

Time management

Verbal and written communication

Customer service

Problem solving

Confidentiality & HIPAA awareness

Team coordination

Data entry

Education

High School Diploma or equivalent

Tools

EMR systems

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.
• 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.
• Problem‑solving skills; while maintaining a high level of customer service by demonstrating professionalism and respectfulness 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, reliable transportation, and 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.

Benefits

• Competitive salary $52,500.00 - $60,000.00 (compensation is typically dependent upon experience).
• Comprehensive Benefit Package
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Retirement plan
  • Tuition reimbursement
  • 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.

CCN is an Equal Opportunity Employer.