Part-Time Front Desk Admin - Bilingual

MID-FAIRFIELD CHILD GUIDANCE CENTER INC•Norwalk, CT

10d•$20 - $24•Onsite

About The Position

Serve as the primary point of contact for clients, families, visitors, and community partners, providing professional and courteous front desk and telephone support in both English and Spanish. Answer, screen, and route incoming calls; respond to general inquiries, take accurate messages, and direct individuals to the appropriate staff or department. Greet and assist clients and visitors upon arrival, ensuring a welcoming, organized, and client-centered reception experience. Manage initial intake inquiries by gathering required information, conducting preliminary screening, and promptly routing requests to the appropriate clinical or program staff. Coordinate client scheduling activities, including confirming evaluations with physicians and APRNs, scheduling medication management visits and evaluations, and conducting appointment reminder calls. Collect and accurately process client payments and maintain appropriate documentation of financial transactions, including opening, balancing, and closing daily cash sheets. Support prescription-related administrative processes, including coordinating prescription pick-up and routing refill requests to appropriate clinical staff in accordance with established procedures. Provide administrative support for medical records and electronic client records, including processing routine record requests, scanning and uploading documentation, and maintaining accurate and organized client information. Maintain the confidentiality and security of client records and protected health information in accordance with HIPAA, organizational policies, and applicable regulatory requirements. Receive, sort, and distribute incoming mail and correspondence, including maintaining appropriate logs for payments, donations, and other designated items. Prepare and distribute routine office communications and provide general administrative support, including copying, filing, scanning, faxing, and mailing documents. Maintain an organized, professional, and welcoming reception and waiting area and promptly address front-office operational needs. Maintain designated administrative records, including daily staff attendance and other front-office tracking requirements. Provide bilingual assistance and interpretation support, within the scope of the position, to facilitate effective communication with Spanish-speaking clients and families. Support the Director of Operations and other departments with administrative projects and operational initiatives as assigned. Perform other duties and responsibilities as assigned to support the effective operation of the organization.

Requirements

High School required
Minimum of two years of relevant administrative, front desk, customer service, or related professional experience.
Bilingual proficiency in English and Spanish required, with the ability to communicate effectively with clients, families, staff, and community partners.
Proficiency in Microsoft Office applications and general office technology
Strong computer and data-entry skills with demonstrated accuracy and attention to detail.
Excellent verbal and written communication, organizational, interpersonal, and customer service skills.
Demonstrated ability to maintain professionalism, discretion, and confidentiality when handling sensitive client and organizational information.
Ability to effectively manage multiple priorities, meet deadlines, and adapt to changing workflow demands in a fast-paced environment.
Demonstrated ability to work professionally and respectfully with individuals from diverse backgrounds.
Strong team orientation with the ability to collaborate effectively across departments while also working independently with minimal supervision.
Dependable, organized, and flexible, with the ability to adjust priorities based on client, department and organizational needs.

Nice To Haves

Associate's degree preferred
experience working with electronic record systems preferred

Responsibilities

Serve as the primary point of contact for clients, families, visitors, and community partners, providing professional and courteous front desk and telephone support in both English and Spanish.
Answer, screen, and route incoming calls; respond to general inquiries, take accurate messages, and direct individuals to the appropriate staff or department.
Greet and assist clients and visitors upon arrival, ensuring a welcoming, organized, and client-centered reception experience.
Manage initial intake inquiries by gathering required information, conducting preliminary screening, and promptly routing requests to the appropriate clinical or program staff.
Coordinate client scheduling activities, including confirming evaluations with physicians and APRNs, scheduling medication management visits and evaluations, and conducting appointment reminder calls.
Collect and accurately process client payments and maintain appropriate documentation of financial transactions, including opening, balancing, and closing daily cash sheets.
Support prescription-related administrative processes, including coordinating prescription pick-up and routing refill requests to appropriate clinical staff in accordance with established procedures.
Provide administrative support for medical records and electronic client records, including processing routine record requests, scanning and uploading documentation, and maintaining accurate and organized client information.
Maintain the confidentiality and security of client records and protected health information in accordance with HIPAA, organizational policies, and applicable regulatory requirements.
Receive, sort, and distribute incoming mail and correspondence, including maintaining appropriate logs for payments, donations, and other designated items.
Prepare and distribute routine office communications and provide general administrative support, including copying, filing, scanning, faxing, and mailing documents.
Maintain an organized, professional, and welcoming reception and waiting area and promptly address front-office operational needs.
Maintain designated administrative records, including daily staff attendance and other front-office tracking requirements.
Provide bilingual assistance and interpretation support, within the scope of the position, to facilitate effective communication with Spanish-speaking clients and families.
Support the Director of Operations and other departments with administrative projects and operational initiatives as assigned.
Perform other duties and responsibilities as assigned to support the effective operation of the organization.