The Source

Compensation

Full Description

Job Title: Front Office Administrator FLSA Status: Non-exempt Classification: Full-time (40 hours per week); occasional additional hours may be required to meet ministry or organizational needs Pay Level: H-3 Supervises: None Reports to: Clinic Director Position Description Principle Functions: The Front Office Administrator has responsibility for the daily operations of the front office, including scheduling, coordination of volunteer procedures, and clinical services support. Qualifications: · Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord. · Exhibit strong commitment and dedication to the sanctity of human life and sexual purity. · Agree with and be willing to uphold the Statement of Principle, Statement of Faith and policies of the center. · High School Diploma or equivalent required. · 2+ years of experience in a clinic setting or social services organization. · Bilingual in English and Spanish,strongly preferred. · Electronic medical record experience, strongly preferred. · Have experience with Microsoft Office computer applications. · Exhibit excellent organizational skills. · Be self-motivated, dependable, and responsible. · Work well in a fast-paced environment. · Excellent verbal and written communication skills. · Attention to detail. · Committed to providing the highest quality of customer service. · Comfortable taking sensitive phone calls with vulnerable clients. · Demonstrate compassion, cheerfulness, and professionalism. Essential Job Functions · Ensure opening and closing procedures are ready for operation, including ensuring lobby and counseling rooms are ready to receive clients and kept tidy throughout the day · Greet, receive, and assist all visitors, including clients, donors, volunteers and vendors. · Provide intake forms for new clients, provide evaluation forms at end of appointments. · Maintain client appointment schedule; schedule appointments, confirm upcoming appointments, manage appointment reminder system. · Answer phones and voicemails, refer callers to appropriate resources, take messages. · Assisting with training front office staff and/or volunteers. · Review and respond to emails and correspondence in timely manner. · Sort and distribute mail, including file, copy, or fax when necessary. · Maintain Outlook calendar for the office, including volunteer and staff schedules, doctor and sonographer schedules, special events, Bible studies, group classes, etc. · Maintain all client files; includes entering all files into database, updating after each client visit, closing files, updating birth information monthly, scanning and destroying paper files in compliance with policies and procedures. · Provide copying support as needed. · Call in prescriptions for prenatal vitamins as needed. · Assemble positive/negative packs and update flyers as needed. · Maintain Masters binder and server folders with current versions of all documents. · Ultrasound appointments: prepare folders, confirm appointments. · Baby Boutique: receive and store donations, issue receipts, write thank you notes. · Help distribute material assistance to clients and maintain Material Assistance log. · Maintain waiting lists and registrations for various programs, such as premarital counseling, Practical Fatherhood, etc. · Train, delegate tasks, set schedule, and supervise front desk volunteers General · Maintain strict confidentiality and professionalism when handling sensitive client information. · Maintain clean, orderly reception area and waiting rooms; tidy bathrooms and common areas daily, water plants, empty trashcans throughout the week as needed · Restock supplies as needed, and inform Clinic Director when new supplies need to be ordered · Attend monthly staff meetings and weekly team meetings. · Assist with special events, 101’s and church presentations as needed. · Expected to attend and volunteer at The Source's local major fund-raising event every year. Strongly preferred to attend and volunteer at The Source's second major fund-raising event as well. · Establish positive working relationships with staff members and volunteers. · Complete all training. · Other duties, as assigned.