Receptionist/Office Assistant - Prototypes Oxnard

Job Overview

We are temporarily offering a signing bonus for this position of $1,000.

Prototypes Women's Center-Oxnard provides detoxification and residential substance abuse treatment to women. Our program is unique in that women can bring their children in.

The receptionist/Office Assistant position is a critical part of our agency’s representation to clients and community members at large. The receptionist is responsible for daily functions of the reception area and assisting with front office duties. Utilize established systems to ensure the efficiency of Front Office. Provide exceptional customer service to clients and community guests. Provide administrative and clerical assistance as assigned by the Program Director and Administrative Supervisor.

Key Responsibilities

  • Act as greeter for all clients and program guests checking in. Provide our community with a strong first impression as representative of our agency.
  • Operations of lobby.
  • Answer phones, transfer calls, take messages.
  • Check clients in/out, greet and sign-in guests, announce arrival of clients and guests to appropriate staff.
  • Maintenance of filing systems related to client care.
  • Assisting clients with program needs.
  • Develop and maintain communication across multiple programs departments and agencies.
  • Understand contract requirements in order to prepare documentation required for client funding streams.
  • Prepare reports in a timely manner.
  • Maintain and observe all HIPAA regulations that apply.
  • Monitor and enforce site regulations and visitor rules.
  • Confirm current phone numbers for clients at check-in.
  • Monitor/enforce site regulations and visitor rules.
  • Utilize Front Office systems to ensure the efficiency of front office and to ensure excellent customer service.
  • Monitor and keep attendance records for clients and staff.
  • Maintain cleanliness of staff lounge, workroom, lobby.
  • Arrange work schedule in accordance with the agency’s needs.
  • Comply with the agency’s policies and procedures.
  • Perform other duties as assigned.
  • Distribute faxes and other communications to staff boxes.
  • Receive deliveries and processes returns.
  • Receive all outgoing mail for pickup.
  • Maintenance of filing systems.
  • Preparation of documentation for billing in the required timeframe.
  • Coordination with agency Billing Managers; providing weekly and monthly reports per DMC billing requirements.
  • Enter and track client data as it relates to services through DMC-ODS in VCBH EHR Avatar.
  • Provide reports from Avatar related to monthly billing.
  • Provide clerical support to Program Director and Administrative supervisor.

 

Education and Knowledge, Skills and Abilities

To perform successfully in this position, an individual must be able to perform each essential function satisfactorily and in a timely manner. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Computer and typing skills.
  • Familiarity with office systems, equipment, and procedures with a minimum of 2 years working in an office setting.
  • High School Diploma or GED.
  • Bilingual English/Spanish is preferred.  
  • Good written and verbal skills.
  • Ability to perform a variety of duties, often changing from one to another.
  • Skill in setting priorities and completing work in a timely manner.
  • Dependable automobile and insurance, registration and valid California Drivers License.
  • Knowledge and respect of all confidentiality issues and HIPPA regulations.
  • People oriented.
  • Professional and honest, and the ability to maintain a positive work environment which supports the mission and values of the Organization.

Other qualifications may be required according to program and/or contractual needs.Must have positive attitude, extraordinary people skills, outstanding telephone skills, ability to work well with a wide variety of people successfully, exceptional front office demeanor, and appropriately manages multiple tasks.  Excellent time management skills, strong organizational skills, good self-monitoring skills and a high degree of initiative.  Must be computer literate with typing skills of 45-60 wpm.  Fluency in Spanish a bonus.  Must have current CA driver’s license and current automobile insurance.

In compliance with the California Department of Public Health's mandate, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.

Compensation: $18.00
Type: Hourly/ Non-exempt
Benefits: HealthRIGHT 360 offers a competitive benefits package.
City: Los Angeles, CA
Hours/wk: 40

Job Location