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Receptionist Customer Services

Reconciliation Services
Job Description

Overview

The receptionist is the first point of interaction for client and partner guests coming to Reconciliation Services. The primary responsibility of this receptionist position is to: cheerfully greet everyone who comes through our doors; schedule appointments; appropriately direct client and partner guests to their appointments; answer phone calls; and return messages. The receptionist provides client guests with necessary paperwork for appointments and will schedule with RS Urgent Care Advocates and RS Care Coordinator(s). This position is on the front lines of an agency serving a very diverse and traumatized population. A high level of cultural competency, respect for diversity, and people skills is required. Greeting people with generous hospitality and a warm and welcoming attitude, such that they feel venerated, is imperative to our mission.

 

Responsibilities

  1. Guest and Staff  Reception

    • Present yourself well by having a positive attitude, being respectful, and dressing to impress.

    • Greet everyone who walks through the doors in a friendly way.

    • Ensure everyone is routed to the appropriate place or party.

    • Answer guest questions or forward them to the right staff who may answer their questions.   

  2. Answering Main RS Phone Line

    • Answer the phone whenever available.

    • Retrieve messages, return calls, and forward messages in a timely manner.

    • Proper telephone etiquette such as: answering the phone with the approved greeting; speaking courteously and professionally; repeating information back to the caller; and only hanging up after the caller hangs up.

  3. Client Guest Scheduling
  • Maintain schedules and provide appointment card reminders for:
  • Urgent Care Advocates and Care Coordinators Other scheduling as needed
Other
  • Maintain, organize, and manage reception area

  • Adhere to a daily checklist for opening and closing activities

  • Participate in regular meetings, including: meeting with social services teams (FGP and REVEAL) to review client schedule and staffing; monthly staff meetings; quarterly staff trainings; and additional staff outings.  

  • Accept, sort, and deliver incoming mail and packages.

  • Monitor and maintain office supplies and restock and reorder as needed

  • Light secretarial duties such as filing and copying, etc.

  • Other duties as assigned

 

Skills

  • Highly organized

  • Ability to multitask

  • Advanced customer service skills (professional, organized, dependable, good listening skills, hospitable, positive attitude, works well with others, a team player)  

  • Excellent phone skills -- capable of handling high call volume

  • Exceptional interpersonal skills and capable of de-escalating high stress situations

  • Computer literacy skills including knowledge of Google Suite (email, Drive, Hangouts, etc.), Microsoft Office, etc.

 

Qualifications

  • Social services background preferred but not required.

  • Personal qualities of integrity, credibility, and a commitment to the mission and vision of Reconciliation Services.

  • Associate's Degree, certificate, or some college preferred.

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