Job Description :

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals?

Then the Health and Specialty Care System (HSCS) may be just the place for you! The HSCS is comprised of nine psychiatric hospitals located throughout the state, and one youth residential psychiatric center in Waco.

The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission.

The hospitals provide state-of-the-art treatment that is recovery-oriented and science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan.

The Receptionist reports to the Director of Support Services. The Receptionist position is a full time position, scheduled to work rotating schedule on the weekends also.

The receptionist responds to all calls coming into the switchboard console and assists visitors to the hospital. He / she is usually the first employee to meet and greet clients or visitors to the hospital.

The receptionist will monitor the fire panels and announce emergency codes over the PA system. He / she will be under the direct supervision of the Director of Support Services with limited latitude for the use of initiative and independent judgment. Essential Job Functions :

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and / or overtime in accordance with agency leave policy and performs other duties as assigned.

Responds to call coming into the switchboard console in order to assist the hospital customers in a professional and timely manner.

Monitors Fire Alarm panels and makes announcements, as necessary to ensure the safety of patients, employees and visitors.

Assists visitors, patients and family members and directs them to appropriate locations to ensure confidentiality and safety of patients is maintained.

Attends and participates in all mandatory training in order to meet agency and hospital requirements, maintain job competencies and develop professionally

Other duties as assigned include but are not limited to actively participating and / or serving in a supporting role to meet the agency’s obligations for disaster response and / or recovery or Continuity of Operations (COOP) activation.

Such participation may require an alternate shift pattern assignment and / or location. Knowledge Skills Abilities :

Knowledge of administrative, clerical, and data entry procedures and systems.

Skilled in the use of a telephone switchboard.

Ability to transfer incoming calls to appropriate personnel, to greet and direct visitors.

Ability to communicate effectively.

Under the supervision of the Reception and Facilities Support Supervisor, the Receptionist is responsible for routing all incoming calls, attending to visitors, vendors, and employees, phone inquiries, and other various clerical functions.

This position, at times, will also be available for clerical work for the Administration department.

RESPONSIBILITIES :

1. Answer, screen, and direct calls appropriately, by utilizing the Switchvox telephone system. Assure that phone calls are forwarded to the telephone exchange system in the evening.

2. Greet patrons, employees, visitors, and vendors entering the organization, making sure to properly screen and log everyone into the visitor sign in Sheet.

Direct vendors, visitors, participants, and employees from other centers to their correct destinations. 3. Provide information regarding agency services and policies, which may require interpretation of rules and policies.

4. Prepares a variety of periodic and special reports, which may require gathering of information from different sources, compiling such data and arranging it into a proper format.

5. Type correspondence : reports, forms, schedules, and a variety of other materials as per instructions. 6. File / archive materials according to an established filing system;

retrieve files and create new files as required. 7. Use and upkeep various standard office equipment : calculator, keys, copy machines, TTY (Teletypewriter) Phones, headsets, and computers.

8. Assist receptionist at other centers in their daily activities, and provide coverage as needed, and update and maintain receptionist binder.

9. Distribute lunch tickets and maintain a log to be turned in to the Accounting Department. Monies collected will be stored under lock and key and will be tuned into the Medicare / Medicaid Billing Specialist.

twice a week (Tuesday & Thursday). 10. Receive / distribute packages from FedEx, UPS, or other distribution companies, using the Delivery Sign in sheet.

11. Assist the mail room clerk in receiving, sorting, and routing mail to appropriate staff. 12. Participates in department monthly meeting by providing feedback and a written report on progress / issues on their assigned responsibilities.

14. Tidy and maintain the reception area, and Adheres to BSHS values, standards, and policies and procedures. 15. Performs other duties as assigned, logically related to the responsibility level of the current job description

Required Skills

KNOWLEDGE, SKILLS, AND ABILITIES : 1. Have basic knowledge of multiple party phone system and have minimal typing skills.

2. Have knowledge of standard office practices and procedures, including filing and the use of standard office equipment.

3. Must have skill in dealing with people, in person and over the phone. 4. Must have excellent verbal and written communication skills, exercising courtesies and good judgement.

5. Must be respectful and professional. 6. Must have reliable / dependable transportation to and from work. 7. Must be able to pay attention to detail and have initiative.

8. Knowledge of the Standard English spelling, prescribed format, grammar, and punctuation. 9. Bilingual English / Spanish preferred.

10. Good computer skills and knowledge in Microsoft Office. 11. Must be able to lift to 30 lbs.

Required Experience

High school diploma or high school equivalency required.

One year of administrative / clerical office work experience preferred.

KNOWLEDGE, SKILLS, AND ABILITIES : 1. Have basic knowledge of multiple party phone system and have minimal typing skills.

2. Have knowledge of standard office practices and procedures, including filing and the use of standard office equipment.

3. Must have skill in dealing with people, in person and over the phone. 4. Must have excellent verbal and written communication skills, exercising courtesies and good judgement.

5. Must be respectful and professional. 6. Must have reliable / dependable transportation to and from work. 7. Must be able to pay attention to detail and have initiative.

8. Knowledge of the Standard English spelling, prescribed format, grammar, and punctuation. 9. Bilingual English / Spanish preferred.

10. Good computer skills and knowledge in Microsoft Office. 11. Must be able to lift to 30 lbs.

JOB PURPOSE :

To provide exceptional customer service to both external and internal customers. To create a positive first impression for callers and visitors and provide a prompt and correct response to each.

Position Requirements

ESSENTIAL JOB RESPONSIBILITIES :

Answer multi-line telephone system in a prompt and professional manner : Route the in-coming call to the appropriate party.

Ensure messages are complete, accurate and transmitted to appropriate person. Screen calls when requested. Be knowledgeable of department’s staff and what calls are referred to which staff for efficient handling.

Be knowledgeable on purpose and general operation of various programs being directed by the clinic so as to be able to intelligently communicate data to visitors.

Responsible for scheduling of appointments, meetings, agenda items.

Welcome and greet visitors in a friendly and professional manner. Determine nature of the visit, who they need to speak with.

Promptly notify appropriate staff of visitor’s arrival.

Maintain a neat, inviting and professional appearance in lobby and public areas on the ground floor. Keep front desk orderly and professional.

Do not eat meals at Reception Desk or in Reception Office.

• Receive and sign for deliveries and notify recipient. Redirect clients to locations for services not offered in the Main Office building.
• Perform administrative duties and / or other duties assigned in an accurate and timely manner :
• Maintain building security by locking and unlocking doors as necessary; identifying visitors and controlling access to office areas.
• Demonstrate exceptional customer service, in everything you do, by placing the child, family, Veteran or client first to support our mission to " Empower people to build better lives for themselves, their families, and their communities."

ESSENTIAL QUALIFICATIONS :

EDUCATION : High school diploma or equivalent and 3-5 years related experience.

EXPERIENCE : 3 5 years strong administrative / clerical experience, 5+ years preferred; 2-3 years supervisory experience preferred;

2-3 years in a customer service focused environment preferred.

ATTENDANCE : Must maintain regular and acceptable attendance at such level as is determined in the employer’s sole discretion. Page 2

LICENSES : Drivers License with clear record.

VEHICLE : Must have daily use of a vehicle without prior notice.

OTHER : Must be available and willing to travel to various locations and with such frequency as the business need dictates.

Must not pose a direct threat or significant risk of substantial harm to the safety or health of himself / herself or others.

Must be available and willing to work nights, weekends and holidays as required to meet business needs.

EXCEPTIONS TO THESE CRITERIA MUST BE APPROVED BY THE DEPARTMENT HEAD.

Salary / Wage

Receptionist

Job ID : 2305030257-0 Date posted : 06 / 27 / 2023 Facility : El Paso Staff Apply Now

Job Details

Summary

Acts as receptionist in area or department.

Responsibilities

Greets visitors, answers phones, may perform some clerical tasks

Education

Required : High School Graduate or equivalent

LI-RF1

2305030257

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.

Tenet will make reasonable accommodations for qualified individuals with disabilities unless doing so would result in an undue hardship.

Tenet participates in the E-Verify program. Follow the link below for additional information.

E-Verify : http : / / www.uscis.gov / e-verify

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Essential Duties and Responsibilities

Receive a high volume of telephone calls and / or visitors to the school / office served, utilizing telephone switchboard equipment such as PBX system or more advanced telephonic transmission systems;

maintains attractive and comfortable reception area

• Answer questions of callers according to district policy and takes messages for staff members
• Maintain alphabetical files of staff members' names, room locations and telephone extensions to expedite relaying of calls
• Keep records of toll charges and incoming collect calls for the business office
• Receive and report telephone problems to the telephone company as they arise
• Greet all visitors courteously, determines their needs and directs them to the proper person
• Report immediately the presence in the building of any visitor who bypasses the reception desk and / or any suspicious activity or unusual behavior on the part of visitors
• May be assigned to assign / monitor student office assistants
• May order, receive, examine, and distribute supplies; reviews and channels mail to correct destinations; assists with processing records
• Perform other routine general clerical tasks, assisting other clerical / secretarial staff as assigned, utilizing standard office equipment as necessary

Qualifications

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily.

The requirements listed below are representative of the knowledge, skill, and / or abilities, required unless otherwise stated as preferred.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School Diploma or GED including or supplemented by commercial / business course work
• Some successful general clerical experience
• Good knowledge of business office procedures, practices, and equipment, appropriate phone receptionist procedures, phone and telephone board / equipment operations
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to type at approved rate of speed, operate personal computers is highly desirable, preferred or required at some assignments
• Ability to understand and follow written and oral instructions, and perform general clerical tasks
• Ability to establish and maintain successful working relationships with the public, school system staff and fellow employees
• Possesses a congenial personality with the ability to converse in a professional manner in all situations
• Excellent human relations and interpersonal relations skills

Physical Requirements / Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting / carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials.

The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms;

and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties.

May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Additional Information

Fine motor skills required to operate telephonic equipment at assignment. Excellent vocal characteristics. Most tasks are performed in a sedentary work environment.

Attributes include those required in normal, everyday activities including sitting, walking, standing, bending and reaching.

Ability to type / operate computer keyboard. Ability to transfer, move, and shelve supplies and materials weighing 20 pounds or less manually or with assistance.

High volume of phone calls at times; work is subject to frequent interruptions. Assignment may involve contact with irate students, parents, or the public.

Must be able to handle stressful situations as necessary.