Receptionist & Office Assistant

Receptionist and Office Assistant Portland DBT Institute is a rapidly expanding and dynamic mental health therapy clinic, located in South Portland. We are looking for an experienced, team-oriented, and self-directed Receptionist and Office Assistant. We invite you to consider joining Portland DBT Institute's support services team where you will be an integral part of assisting our clinical staff and clients alike! Position Overview The Receptionist and Office Assistant (Receptionist) works primarily within the Front Desk team to ensure all shared responsibilities are regularly handled. The Receptionist also works collaboratively across all teams to meet the administrative needs of the Portland DBT Institute (PDBTI) programs. As the first line of contact for many current and prospective clients, the Receptionist provides compassionate customer service while maintaining PDBTI policies and procedures and routing communications to the appropriate team member. Additionally, the Receptionist maintains the standards of the physical office, through general upkeep and supply ordering. Summary of Duties and Responsibilities The Receptionist is responsible for managing general phone, email, and fax communications, answering client and community questions and routing further inquiries to the proper staff member. The Receptionist is also responsible for calling designated clients to schedule initial psychiatric assessments on behalf of the medication management provider(s). Alongside the rest of the Front Desk team, the Receptionist processes client program data, including uploading incoming documents and notifying relevant staff, processing the Program Tickets and Roster Updates, and completing the setup of client accounts on PsychSurveys. Additionally, the Receptionist processes incoming and outgoing Release of Information (ROIs), maintaining compliance with HIPAA and SAMHSA regulations on the disclosure of Protected Health Information. The Front Desk team regularly checks the in-office mail, sorting and delivering it as needed to the appropriate staff member. This includes the daily upload of the Daily File and Billing Notices to the Billing team for processing. The Receptionist ensures the correct materials are mailed to each client, based on their assigned program, and sends as needed mail and faxes on behalf of PDBTI. To maintain standards of cleanliness and operation of the office, the Receptionist routinely stocks the waiting room, breakroom, and en-suite restroom with necessary products and performs general upkeep tasks such as tidying up and watering plants. The Front Desk team is responsible for all in-office ordering including office supplies, paper products, snacks, and bi-weekly catering. Other general administrative tasks of the Receptionist include processing Group Coverage Requests, coordinating necessary repairs with building maintenance staff, and other duties assigned by the COD. In collaboration with COD, the Receptionist will assist with creating and maintaining procedural and training documents relevant to Front Desk processes, as well as training new Front Desk staff as assigned. Attendance at weekly Support Staff meetings is required, as well as adherence to all of PDBTI's policies and procedures. Required Skills, Knowledge, and Abilities Proficiency with Microsoft Office Suite, or related software Strong written and verbal communication skills Receptivity to feedback and direction Ability to track data with attention to detail and follow-through Commitment to customer service, capacity to serve compassionately and assertively Ability to maintain high confidentiality of clinic and client information Professionalism in dress and manner Reliability in attendance and punctuality Other Responsibilities This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Education and Experience Four-year college degree or equivalent life experience 1+ years in customer service, preferably in a healthcare or related field Familiarity with office equipment, such as photocopier/fax/printer/scanner preferred

Employment Type and Hours :

Full-Time (40 hours),

Mon-Fri, Non-Exempt Compensation:

$22.00/hour with opportunity for increase to $23.00 upon satisfactory completion of 90-day introductory period

Benefits:

Fully paid medical, dental, vision, and life insurance Paid time off 401k with employer match Hybrid work schedule (following satisfactory completion of 90-day introductory period) Equal Opportunity Employment Portland DBT Institute (PDBTI) is an Equal Opportunity Employer. We strive to hire individuals from culturally diverse backgrounds who meet and exceed the required level of education and training for their particular employment position. Our policy is to make employment selection and promotion decisions based on qualifications, regardless of race, color, age, gender, gender identity, sexual orientation, religion, creed, national origin or ancestry, marital status, physical or mental disability, genetic characteristics or information, veteran status, or any other consideration made unlawful by federal, state, or local laws. Please reach out to bjohnson@pdbti.org if reasonable accommodations are required during the interview process.

Job Type:

Full-time Pay:

$22.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance Application Question(s): Please submit a cover letter here.

Education:

Bachelor's (Preferred)

Experience:

Administrative Assistants & Receptionists:

1 year (Preferred) Customer service: 1 year (Preferred)

Work Location:

In person