Confidential Hiring for Receptionist/non profit/on call days or nights shifts Job at Los Angeles, CA Full Time

About Us

The mission of the company is to provide low-cost comprehensive mental health services to individuals of all ages, couples, and families, and to provide training for graduate and postgraduate students who are working towards licensure in the mental health field.

Since its inception in 1972, we have helped over 300,000 people of all ages – from infants to the advanced elderly – to receive critical mental health services, expanding to support people of all ages and all areas throughout Los Angeles County. Now, via tele-health, our services are available to anyone in the state of California.

Position Summary

2 on call either days or nights

Reporting directly to the Director of Operations & Finance, the Receptionist is a customer service role and will be the first point of contact for our company. The incumbent will create a warm, professional environment in the reception area, making visitors, callers and clients feel welcome. Our Receptionist’s duties include offering administrative support across the organization, coordinating/managing front-desk activities, including mail/delivery activities, adhering to strict visitor company protocols, redirecting phone calls, and overall general administrative duties.

To be successful in this role, the Receptionist must be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus.

The position includes access to information of a confidential nature. Strict adherence to procedures and protocols is required.

Essential Tasks

These are core functions of the job. Additional duties may be assigned as needed.

Office Administration

· Expert knowledge and understanding of the full-cycle of Front office administrative duties.

· Greet and welcome guests as soon as they arrive at the office.

· Prepare outgoing mail with the appropriate postage and mail.

· Maintain the security of the front desk and center. This includes the confidentiality of clients and staff.

· Handle all phone requests for inquiries about the center, connect clients to clinician voice mail boxes, and place callers in contact with the appropriate staff member.

· Assist staff in any projects as needed such as distribution of memos for staff and clinician, mailings, and etc.

· Review and check voice mail and email messages daily.

· Direct visitors to the appropriate person and office.

· Answer, screen and forward incoming phone calls.

· Receive, sort and distribute daily mail/deliveries.

· Maintain office security by following safety procedures/visitor protocols and controlling access via the reception desk.

· Provide all clients and visitors with a visitor temporary identification badge.

· Update calendars and schedule meetings as needed.

· Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.

· Provide front desk coverage on other shifts if needed.

Operations

· Turn on lights and appliances in all the facility, maintaining coffee machines, the copier machines, postage meter, and etc.

· Keep track of inventory and order office/operating supplies as needed.

· Check copy machines for paper, clean glass and dust machine.

· Ensure reception, waiting and common areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).

· Order all organization office/operating supplies and keep inventory of stock.

· Responsible for company credit card reconciliation.

· Assist and help coordinate center events, office luncheons and social functions.

· Light snack prep for visitors (e.g. popcorn machine, water and cookies).

Clinical Administrative

· Make certain that clients sign in and provide all clients with a temporary visitor identification badge.

· Announce clients to counselors and assist clients in locating their counselors if they are late. Also, announce private clients for clinical staff according to their instructions.

· At the end of shift, document any problems during that time period.

· Give appropriate paperwork to new and existing clients, prospective interns and job applicants as needed.

· Assist and manage room assignments.

· Each morning, make sure that the therapy rooms are supplied with tissues and necessary supplies.

· Communicate client no shows and cancellations to the appropriate clinical staff.

Desired Knowledge

· Experience working in a mental health wellness clinic.

· Must be able to work well with colleagues in a high energy, collaborative environment with open communications.

· Must work well with diverse populations of employees, vendors, auditors, donors and other stakeholders.

· Ability to take initiative and get things done with eagerness to go above and beyond and do whatever it takes to get the job done.

· Excellent organizational, problem-solving, project management and communication skills.

· Proactive approach in taking on responsibility.

· Excellent anticipatory skills with ability to think and plan.

· Commitment to personal and professional development.

· Capable of thinking strategically.

· Ability to reliably import and extract data.

· Possess high level of integrity, and judgement and discretion with sensitive and confidential information.

· Be efficient and detail oriented.

Minimum Qualifications

· High School diploma or GED.

· Any combination of skills and experience that demonstrates the ability to perform this job effectively.

· Experience working in a non-profit work environment.

· Intermediate/Advanced level of Excel.

· 2+ years of experience as an Office Manager, Office Administrator or Receptionist.

· Advanced computer skills with emphasis on all Microsoft Office Suite programs, Google apps, and Donor databases.

· Demonstrated problem solving; adaptability, organization, interpersonal and communication, both verbal and written.

· Professional, good work ethic, flexible, tactful and discreet, approachable, proactive, dependable, pleasant, positive attitude, sense of humor, decorous, and professional attire.

Job Requirements

· Work independently and as a team member.

· Bilingual in Spanish.

· Complete a LiveScan background check.

· Maintain a valid driver’s license with access to reliable transportation.

· Adapt to a fast-paced working environment with multiple deadlines.

· Maintain and improve professional skills and knowledge.

· Establish and maintain cooperative working relationships with co-workers and individuals contacted during performance of job duties.

· Be flexible and receptive to suggestions, input and change.

· Operate modern office equipment, including computer, phone, fax, copier, etc.

· Understand and carry out both oral and written instructions in an independent manner.

· Communicate effectively and tactfully in both oral and written forms.

· Maintain orderly work environment and perform tasks in a prescribed and safe manner.

· Full Covid-19 vaccination required.

Physical Requirements

· · Able to work in a fast-paced office and clinical environment and multitask and prioritize in support of visitors and colleagues.

· Able to greet guests warmly and create a welcoming environment, especially for those who may be suffering emotional strife.

· Skilled at listening actively to guests/colleagues to enable a warm, empathetic and appropriate response.

. Able to communicate to colleagues actions needed even under emergency situations.

· Able to maintain a neat/organized desk area that is welcoming.

· Ability to walk/stand for extended times, or stoop, without restrictionswithin the office/building environment and to climb stairs, to support visitors and colleagues

· Must be able to sit for long periods of time while greeting visitors and using the computer

· Ability to write by hand and use a keyboard to perform general office functions.

· Ability to communicate continuously by speech and hearing, in English and Spanish.

· Visual acuity (close, distant, peripheral vision, and the ability to adjust focus and view accurate color perception and objects at near distances) needed for detail work and computer use.Reasonable accommodations may be made to enable individuals with disabilities to

perform the essential functions.

Job Type: Full-time

Pay: $20.00 – $22.00 per hour

Benefits:

• Health insurance
• Paid time off

Ability to commute/relocate:

• Los Angeles, CA 90034: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office: 2 years (Required)

Work Location: One location