Department: HR & Operations
Reports To: HR & Operations Director
Position Type: 0.5 FTE, 20 Hours/Week, Non-Exempt
Work Type: In Person, Not Hybrid/Remote Eligible
Salary Range: $21.50 - $22.79 Per Hour
Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above.
Benefits Available: Read more at http://hivalliance.org/employment/benefits
Agency Overview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/
External Applicants: Apply directly through our website, via the Agency Overview link
Internal Applicants: Apply via email, following the emailed application instructions
Position Summary: HIV Alliance is a nonprofit agency founded in 1994 to support individuals living with HIV/AIDS and to prevent new infections. This position plays an important role as the face of the agency to everyone who comes into the office or calls on the phone. This position includes assisting our clients in accessing services. It is important for this position to have a broad and in-depth understanding of HIV Alliance’s mission, goals, state-wide services, and be able to effectively communicate this information. Furthermore, this position will often need to utilize effective de-escalation skills when working with clients in a state of stress, crisis, and/or under the influence of substances.
Essential Functions and Responsibilities:
- Greet clients and individuals as they enter the clinic, getting them connected to their agency staff member, checked in for their appointment, redirected to Patio, etc.
- Provide new and potential clients with necessary information and appointments
- Maintain appropriate boundaries with clients during all interactions
- Answer the agency phone, voicemail, and other phone system functions
- Be comfortable discussing sexuality, diverse sexual practices, HIV transmission, safer sex techniques, and injection drug use with discretion and without any judgement or hesitation if no other staff member is available to handle such calls at that time
- Communicate professionally, pleasantly, clearly, and effectively at all times in a compassionate and respectful manner
- Conduct opening and closing procedures and cultivate and ensure a pleasant, clean, and professional appearance of community areas
- Organizing incoming and outgoing mail, shipments, and file packing slips
- Assist staff with general office management, copy, clerical needs, and scheduling
- Print out the clinic appointment schedule and paperwork for each clinic day
- Check patients in, providing necessary paperwork, and process completed forms
- Check eligibility for OHP in MMIS, and update patient information in EMR/EHR
- Search alert database for immunization status as appropriate
- Schedule follow up appointments and scan in consent and related documents
- Ability to work well with others, handle stress appropriately, have reliable attendance
- Other tasks as assigned, including providing support to the Operations Team
Required Qualifications:
- Minimum of 2 years of medical receptionist experience or related relevant experience
- Strong communication (written and verbal) and customer service skills
- Ability to work independently & in a team, exercising professional judgment
- Strong organizational, problem solving, prioritization, and time management skills
- Strong attention to detail and adaptability skills, learning new processes quickly, asking clarifying questions where needed, and responding to unanticipated needs
- Ability to respect and maintain confidentiality in all appropriate agency business
- TB test (provided at agency)
- Ability to pass agency criminal background check
- (Preferred) Public health and/or social services experience
- (Preferred) Record keeping & file management experience
- (Preferred) Compassionate de-escalation skills and/or experience
Professional Competencies:
- Interpersonal Communication & Conflict Management (proactively communicates effectively, listens carefully to others, exhibits acceptable standards of conduct, deals effectively with others in difficult situations, works to reduce tension & conflict)
- Organizational Awareness (takes time to learn about agency culture, policies, and procedures; recognizes and balances the interest and impact of one’s department with those of other departments, programs, and the agency as a whole)
- Embraces Change (actively identifies problems and opportunities for change, implements solutions where appropriate, maintains effectiveness & adjusts well when experiencing changes in work tasks, environment, processes, and requirements)
- Living the Agency Vision & Values (demonstrates an understanding of agency vision and values, keeping the vision and values at the forefront of decision making)
- Client & Customer Focused (keeps client and customer needs a primary focus; develops and sustains productive relationships with clients, customers, & partners)
- Valuing Diversity (appreciates and leverages the capabilities, insights, & ideas of all individuals; works effectively with individuals of diverse style, ability, & motivation)
Physical Demands:
While performing the duties of this job, the employee is required to
- Repetitively use hands, including grasping, twisting/turning of wrists, and finger dexterity to perform various necessary clerical duties, such as typing and writing.
- Frequently use arms, such as pushing & pulling to open/close drawers, cabinets, etc.
- Sit and/or stand for extended periods of time at an assigned station
- Bend, stand, & reach to be able to transport clients and to lift and carry up to 25 pounds for tasks such as building kits & assembling testing/educational materials.
- Use continuous clarity of vision at 20 inches or less for processing of paperwork
The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Working Conditions, Travel, and Environment:
The duties of this job require individuals to be able to work in non-traditional and community-based settings. Additionally, the duties of this job include travel to other locations necessary to complete essential job functions, including the ability to transport self to job-related events and locations. This role requires regular reliable attendance, including:
- Ability to work flexible hours, including early mornings, evenings, and weekends
- Ability to work 5 days per week for a minimum of 20 hours per week
- Ability to work in loud, crowded, busy, or escalated environments
- Ability to drive at night and during various weather conditions safely