Agency Summary:
It takes a wide range of amazing people to achieve the mission of White Bird Clinic and to be successful in the work that we do. We provide compassionate, humanistic healthcare and supportive services to individuals in our community, so everyone receives the care they need.
Position Summary:
The Office Support Staff serves as a vital first point of contact for all clients and visitors at the White Bird Behavioral Health Clinic, embodying the clinic's commitment to compassionate and confidential care. This role is pivotal in managing client interactions, safeguarding sensitive information, and facilitating seamless communication between clients and clinic professionals. The Office Support Staff also supports overall office operations by coordinating appointments, maintaining client records, and ensuring that all administrative tasks are conducted with the highest standard of professionalism and efficiency.
Position Responsibilities
Greet and assist clients upon arrival, ensuring a professional and welcoming environment at the front desk.
Manage incoming calls, provide accurate information, and direct calls appropriately with a high level of professionalism.
Schedule appointments and maintain an organized reception area to support client needs and office workflow.
Copy, assemble, and maintain client files including information packets and acupuncture packets, ensuring confidentiality and accuracy.
Regularly enter urine analysis results and other critical data into the agency's Electronic Health Records (EHR).
Scan and upload documents to maintain accurate and up-to-date digital records within the agency's EHR system
.Participate actively in staff meetings and other required meetings, contributing to team cohesion and operational efficiency.
Track vital data for state, federal, and grant reporting requirements to ensure compliance and thoroughness in reporting.
Perform additional duties as assigned.
Required Qualifications
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A minimum of one (1) year of administrative experience is required.
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Minimum of two (2) years of abstinence from all psychoactive substances for individuals with a
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history of substance abuse (if applicable).
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Proficient in managing challenging client interactions with tact and professionalism.
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Equipped with de-escalation and crisis intervention skills to ensure a safe and supportive environment.
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Proficiency in computer applications, with a focus on Excel spreadsheets.
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Must be compliant with state and federal confidentiality regulations relevant to protecting individuals with substance use diagnoses.
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Must be able to exercise sound judgment and maintain confidentiality with a strong ability to protect sensitive information.
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Must be self-motivated with high energy and the ability to work independently.
Key Competencies:
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Excellent verbal and written communication, capable of clear and effective information exchange.
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Effective in maintaining calm and leading staff with empathy during high-stress situations.
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Strong interpersonal skills to support positive interactions with diverse individuals.
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Highly organized with proficient time management, adept at multitasking in a dynamic environment.
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Committed to confidentiality and discretion in managing sensitive information.
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Proficient in using office technology and software, including Electronic Health Records and Microsoft Office.
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Effective problem-solving skills with a focus on timely solutions.
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Attentive to details, ensuring accuracy in administrative tasks.
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Adaptable to changes and willing to assume additional responsibilities.
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Maintains professionalism, representing the clinic positively in all interactions.
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Capable of effectively communicating relevant client information to clinicians to facilitate optimal care.
Equal Employment Opportunity
White Bird Clinic is proud to be an Equal Opportunity/Affirmative Action Employer and is committed to attracting, retaining, and developing a highly qualified, diverse, and dedicated workforce. White Bird Clinic hires and promotes people based on their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that fosters trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law. White Bird Clinic will consider for employment qualified applicants with criminal histories in a manner consistent with applicable federal, state, and local laws.
Studies have shown that women and people of color are less likely to apply for jobs if they don't meet every one of the qualifications listed. We are interested in finding the best candidate for the job, and that candidate may come from a less traditional background. If you meet key qualifications for the job and believe you would be the best fit, we encourage you to apply. Please use your cover letter to explain how you will accomplish parts of the job for which you have less experience.
Compensation Details:
This is a non-exempt position with a target starting base compensation of $18- per hour paid on a bi-weekly basis.