Receptionist -Bilingual

About Us:

Counseling 4 Kids is a resilient community mental health agency driven by our steadfast commitment to quality care and unparalleled dedication to client engagement. At the core of our mission is a profound belief that every child deserves compassionate support and effective treatment. We prioritize our clients above all else ensuring their needs are met with empathy and expertise.

Why Counseling4Kids

Our agency is not just a place of work; its a dynamic environment where innovation teamwork and resilience flourish and where resilience is valued. We embrace creativity and collaboration fostering a culture of welcoming and nurturing new ideas. Our commitment to staff well-being is paramount providing a supportive and inclusive atmosphere where every team member can thrive and grow professionally.

As we continue to evolve and expand our services we invite visionary leaders in mental health to apply for our Receptionist position. This pivotal role offers the chance to shape our agencys future lead a dedicated team of professionals and profoundly impact the lives of children and families in our community. If you are passionate about transforming lives driving innovation and upholding the highest standards of care Counseling4Kids is the place for you.

About the Role:This is for acontracted employee role with an expected duration of six (months).At the end of the contracted period of employment job performance attendance attitude and overall interest in the job will be assessed in a performance evaluation to determine if an offer of full-time at will employment will be made if the contract period will be extended or if the contract will be ended without further offer of employment.

JOB SUMMARY: The Receptionist is responsible for greeting visitors and delivering exceptional customer service assistance. This entails answering calls and fielding them accordingly addressing visitor questions and needs and providing an overall welcoming environment. In addition the receptionist will support the Executive Assistant with office administrative duties and will provide ad hoc support for administrative duties to other departments as needed.
Provide a high level of customer support that is professional personal and sensitive to the needs of clients while adhering to C4Ks policies and procedures. Effectively establish supportive relationship with clients staff and outside entities to garner resources necessary to provide comprehensive services to all clients. The Receptionist shall perform the duties below:

ESSENTIAL FUNCTIONS:

Client Services Duties:

• Uphold the mission and core values of Counseling4Kids.
• Serve as primary contact in the reception area for clients and visitors.
• Greets clients visitors and guests; determines the purpose of each persons visit and directs or escorts him or her to the appropriate location. Notifies company personnel of visitor arrival.
• Informs visitors by answering or referring inquiries.
• Answers phones in a professional manner screens and directs phone calls to staff; takes messages and schedules appointments.
• Maintain office security by following safety procedures agency policy and controlling access via the reception desk (monitor logbook issue parking reimbursement)
• Responsible for ensuring that the department is adhering to agency policy to ensure timely access to care for all patients by:

• Daily review of department clinician and/or client calendar to determine when clients will be visiting the office.
• Update calendars and schedule meetings
• Ensure that clients and/or guardians visiting the office adhere to safety protocol and agency policy
• Remain in reception area for the duration of visist to assist clients as needed.
• Validate parking as needed for client and/or guardian and update parking log at the end of the visit.

• Attend referral scrum and other required meetings as scheduled.
• Provide translation and/or interpretation services when needed.
• Daily review of treatment room calendars to ensure room availability and staff coverage
• Office walkthroughs to conduct PHI checks and incoming faxes
• Review clinicians paperwork and make corrections or alert clinician or supervisor as appropriate.
• Enter clinical paperwork into Exym and track all incoming hard copies of documentation.
• Maintain knowledge and communication with relevant agencies for purposes of referrals and Counseling4Kids availability to receive cases.
• Other duties as assigned.

General Administrative Duties:

• Receives mail documents packages and courier deliveries and delivers or distributes items.
• Perform general reception duties including but not limited to maintaining the waiting area and therapeutic spaces.
• Assist the other departments with administrative support on routine daily tasks and on special projects (i.e. help with letter-writing copying faxing contacting providers and community partners gathering materials doing research creating spread-sheets tracking data and creating reports).
• Keep inventory of office supplies and inform Executive Assistants items that need to be reordered.
• If necessary complete purchase order requests and keep updated records of office expenses.

• Maintaining office cleanliness daily including keeping the Oasis (Breakroom) clean.
• Contributes to team effort by accomplishing related results as needed.
• Supports continuity among work teams by documenting and communicating actions irregularities and continuing needs.
• Provide administrative coverage and support when necessary.
• Preparing meeting and training rooms.
• Other duties as assigned.

Competencies

• Customer Service Collaboration Thoroughness
  
• 
  Verbal Communication Flexibility
  Teamwork
  
• 
  Professionalism Listening
  Supply Management
  

MINIMUM QUALIFICATIONS:

• 
  BA in psychology social work or related field
  

-OR-

• One of the following equivalents:
  

- AA degree in related field and minimum 2 years relevant work experience

- 4 years related work experience in a mental health agency

• 
  Solid written and verbal communication skills
  
• 
  Ability to be resourceful and proactive when issues arise
  
• 
  Excellent organizational skills
  
• 
  Multitasking and time-management skills with the ability to prioritize tasks
  
• Bilingual English/Spanish required
  

PREFERRED QUALIFICATIONS:

• Knowledge of DMH systems and procedures
  
• Knowledge of the Integrated System and Medi-Cal billing
  
• Knowledge of Microsoft Suite (i.e. Outlook Word and Excel)
  
  
• Knowledge of office equipment (i.e. fax machines and printers)

Work Environment and Physical Demands:

This job operates in a professional office environment.Must be able to remain in a stationary (stand/sit) position at least 50% of the time. This person in this position needs to occasionally move about inside the office to access file cabinets office machinery etc. Constantly operates a computer and other office productivity machinery such as a calculator copy machine and computer printer. Frequently communicates with staff clients families and other community organizations and must be able to exchange accurate information. Regularly exposed to outdoor weather conditions when out in the community.

EEO Statement:

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin age disability or addition to federal law requirements Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

Counseling4Kids expressly prohibits any form of workplace harassment based on race color religion gender sexual orientation gender identity or expression national origin age genetic information disability or veteran status. Improper interference with the ability of Counseling4Kids employees to perform their job duties may result in discipline up to and including discharge.

Required Experience:

Manager