Front Desk Office Assistant

Front Desk Office Assistant

Job Duties

Front Desk & Reception Responsibilities

• Serve as the first point of contact for individuals, families, staff, and visitors entering the facility.
• Provide excellent customer service through greeting, triaging needs, answering calls, and maintaining a professional and welcoming environment.
• Manage multi-line phone system, direct calls, take messages, and schedule appointments accurately.
• Ensure the lobby and reception areas are clean, organized, and compliant with safety and privacy guidelines.

Administrative Support

• Maintain daily logs, sign-in sheets, appointment calendars, and service schedules.
• Support clinical staff with document preparation, file uploads, and routing information.
• Assist with scanning, filing, faxing, copying, and distributing documentation.
• Prepare daily reports such as no-show lists, call logs, and intake tracking.
• Support Site Manager with administrative tasks and special projects as assigned

Minimum Qualifications

• High school diploma or equivalent required.
• 2+ years of experience in administrative, healthcare, front desk, or customer service roles.
• Experience working in behavioral health, medical office, or human services setting strongly preferred.
• Proficiency in Microsoft Office and ability to learn new software quickly.
• Strong understanding of HIPAA regulations.

Knowledge, Skills & Abilities (KSA)

Knowledge

• Knowledge of office procedures, administrative workflows, and customer service practices.

Skills

• Strong communication and interpersonal skills.
• Excellent organizational, time-management, and multitasking abilities.
• Skilled in handling high call volumes and fast-paced environments.
• Problem-solving and conflict resolution skills with a calm, professional approach.

Abilities

• Ability to maintain professionalism under pressure or during crisis situations.
• Ability to interact with individuals experiencing mental health or substance use challenges.