Receptionist/Financial Assistant

Summary:

Under the supervision of the Director of Finance, the Finance Assistant/Receptionist is responsible for answering the main organizational phone line, greeting customers as the first-line representative, and providing clerical support to the Finance, Patient Services, and Community Development Departments and to other departments as needed. The receptionist also maintains an effective and efficient front office workflow. 

Dimensions:

Equipment: Office equipment including general office equipment to include computers, postage machine, copiers/fax/scanners, electronic check deposit scan, and other office machinery as needed.                       

Nature and Scope:

Essential duties and responsibilities include the following – other duties may be assigned.

• Responsible for the daily operations of the front office providing clerical support to Finance, Patient Services, Quality Improvement, Education/Training, Community Development and other areas as required ensuring smooth operations.  The Finance Assistant/Receptionist answers and directs phone calls and can resolve problems that arise diplomatically. Must be able to handle tasks as needed.
• The Finance Assistant/Receptionist must interact positively and effectively with all levels of staff within the organization, as well as members of the general public, private and governmental agencies associated with the organization.  The Finance Assistant/Receptionist must possess a proactive, customer-focused philosophy and attitude while performing all aspects of the job with maximum efficiency.  The Finance Assistant/Receptionist responds to internal and external customers in a proactive manner to ensure a favorable impression of the organization.

• The Finance Assistant/Receptionist must be self-motivated, capable of self-direction, and able to handle multiple projects with positive outcomes in a busy office setting.  This individual must possess good verbal and written communication skills and other organizational software needed to perform job duties required.

Essential Duties and Responsibilities:

1. Professionally answers multi-line phone calls, transfers calls to appropriate person or department.  Distributes telephone and/or other messages to appropriate staff; resolves routine issues that arise and handles routine complaints with discretion.

1. Greets internal and external customers in a friendly, positive manner while maintaining the security of the front office area.

1. Provides clerical support to all departments, as needed or required, to ensure           positive outcomes and to meet emergency situations within the organization.

1. The incumbent maintains effective and efficient office procedures adhering to the confidentiality of sensitive material and patient information.

1. The incumbent is responsible for the daily deposit by scanning and remotely depositing the funds into the organization’s accounts on the bank’s website.

1. As needed, assists the Education Department by taking enrollment and tuition for scheduled classes; prints and distributes certification certificates and cards. Responsible for billing facilities for all classes and materials for scheduled classes.  
2. Distributes and balances petty cash.

1. Orders and processes office supplies for administrative departments.

1. Ensures all mail is processed properly and in a timely manner ensures it is ready for pickup at the designated times.  Prepares special package mailing through UPS or other designated companies as needed.

1. Ensures deliveries are picked up in a timely manner by the appropriate department to present an organized appearance of front office area.

1. The incumbent will deposit all membership monies and prepare and enter the necessary journal entries for the transactions.

1. The incumbent will assist the Patient Services with accounts receivable, mail processes, scanning medical information and attaching to patient accounts, data entry, and any other duties as assigned.

1. Regular and reliable attendance is an essential function of this position.

Qualifications

Education and/or Experience:

The Finance Assistant/Receptionist must have a high school diploma or equivalent with two years of general office experience and working knowledge of minor accounting skills.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Language Skills:             

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence. 

Mathematical Skills:                  

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. 

Reasoning Ability:              

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:                  

• Online Remote Deposit
• Internet Software
• Ordering Office Supplies Online

• Online Credit Card Processing
• RescueNet Dispatch Program
• Membership Application Database - Salsa
• Microsoft Office
• Acumatica ERP
• Paycom Payroll
• Payground
• Training Center Manager

Certificates, Licenses, Registrations:

Current driver's licenses

EmergyCare is an equal opportunity employer and does not discriminate on the basis of any legally protected status or characteristic. Protected veterans and individuals with disabilities are encouraged to apply.