Front Desk Clerk

Job Summary: Provides administrative, clerical, and secretarial functions in support of a department. Duties include drafting basic correspondence, answering telephones, providing information to callers, scheduling appointments, etc. May serve as primary contact and information source for assigned organizational unit, program. May supervise lower level staff.

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative

• Greets persons entering program, determines nature and purpose of visit, and directs or escorts them to specific destinations.
• Uses agency specific computer application software to schedule appointments with consumers.
• Follows agency protocol for tasks such as data entry/maintenance.
• Collects fees for services for program.
• Uses independent judgment and initiative to perform clerical duties in support of the unit; i.e. copying/distributing documents and materials, maintaining record-keeping and filing systems, etc.
• Completes forms in accordance with organizational procedures.
• Uses Microsoft Office and composes, types, and distributes meeting notes, routine correspondence, and reports.
• May purchase and maintain supplies and/or stock items.
• Opens, reads, routes, and distributes incoming mail, email and other materials.
• Answers telephone and gives information to callers, take messages, or transfers calls to appropriate individuals.
• Maintains confidential information
• Prepares and disseminates pertinent reports to appropriate individuals

• Prepares and maintains all required documentation for area of assignment.

• Composes, types, and distributes meeting notes, routine correspondence, and reports.
• Maintain personnel and administrative files in an orderly manner.
• Take minutes at monthly staff meeting and maintain in appropriate file.
• Ensures appropriate data is updated as needed.
• Maintain quality and compliance with documentation and billing
• Provide necessary reports as needed.
• Performs job responsibilities with minimal supervision.
• May supervise lower level staff.

Accounting

• Prepare requisition for statements, vouchers and/or invoices to be approved for payment
• Prepare deposits of accounts receivable and transmit to accounting department
• Receive and review monthly expenditure reports and submit for payment.

Teamwork and Cooperation

• Cooperates with others to accomplish common goals; works with employees within and across her department to achieve shared goals;
• Treats other with dignity and respect and maintains a friendly demeanor;
• Values the contributions of others.
• Maintains focus on Agency goals and mission.

Supervisory:

• Clearly establishes and communicates goals and accountabilities;
• Monitors and evaluates performance;
• Provides effective feedback and coaching;
• Identifies development needs and helps employees address them to achieve optimal performance and gain valuable skills that will translate into strong performance in future roles.
• Develops innovative approaches to address problems and drive continuous improvement in programs and processes;
• Drives effective and smooth change initiatives across the agency by communicating, confirming understanding and actively working to overcome resistance.

• Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.
• Occasionally, instructs and advises individuals on daily living skills in one-on-one or group instruction, when short-staffed. - IDD
• Observes and monitors individual’s behavior. Counsel and advises individual on behavioral problems, daily decision making and the resolution of minor problems. - IDD
• Accurately documents services provided/extended, progress notes, activities, crafts, ISP goals, behaviors, meetings and keeping families/caregivers informed of achievements and concerns. - IDD

Required Knowledge & Skills

Knowledge of general office procedures including typing, filing etc.
Knowledge of agency and departmental policies and procedures.
Knowledge of office software i.e. Microsoft Office.
Knowledge of the Open Records Act.
Knowledge of agency specific forms.
Knowledge of scheduling software.
Knowledge of departmental needs.
Knowledge of agency policies and procedures.
Knowledge of agency and state specific software.
Knowledge of supervisory styles, techniques, and models.
Ability to communicate effectively, both orally and in writing.
Ability to answer telephone, direct calls and take messages.
Ability to assist and answer staff questions.
Ability to open, sort and route incoming mail, answers correspondence and prepare outgoing mail.
Ability to determine the customers’ issues and handle accordingly.
Ability to make decisions with regard to job assignments and manage office workload.
Ability to greet the public and work well with others.
Ability to communicate office goals to staff.

Ability to work with little or no direction.
Ability to prioritize duties and meet deadlines.
Ability to maintain filing system.
Ability to interpret policies and procedures.
Ability to compose correspondence that is both concise and professional.
Ability to check reports for accuracy.
Ability to prepare agency specific forms.
Ability to collect information gathered to prepare reports and/or presentations.
Ability to type at a proficient level and speed.
Ability to use scheduling software.
Ability to implement plans for improvement.
Ability to troubleshoot office equipment.
Ability to remain current of departmental policies and procedures.

Competencies:

1. Decision Making
2. Organizational Skills
3. Results Driven
4. Problem Solving
5. Customer Service
6. Ethical Conduct
7. Cooperation and Collaboration
8. Accountability
9. Financial Awareness
   
   

Required Education & Experience: Two years related experience OR Associate degree OR One year at the lower level position and supervisory experience.

Supervisory Responsibilities: May supervise lower level staff.

Work Environment: This job involves general office environment. Some minor travel may be required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Employee is frequently required to walk, sit, stand or kneel and occasionally required to climb or balance and stoop. Employee must frequently lift and/or move up to 15 pounds. Must have the ability to sit for long periods of time at a computer. Employee frequently uses fine hand/eye coordination, hearing and visual acuity. Lighting and temperature are adequate, and there are not hazardous or unpleasant condition caused by noise, dust, etc. Employee must be able to travel between Gateway sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Gateway BHS promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.

Full-Time & Part-Time shifts available.
6:45AM-7PM, 6:45PM-7A, 11A-12AM, 11P-11A SUN-SAT