Admin / Receptionist

Who We AreNeighborhood Health Center is a non-profit organization local to Portland, OR serving underserved patients in the areas of primary care, internal medicine, dental services and more. Our patient-centered approach to care honors the unique needs and circumstances of each individual patient. NHC sees people, not problems, and recognizes that the time spent as a patient in a doctors office is only one factor in a persons overall health. Our leading edge, integrated clinical teams work in partnership with patients, their families, and the communities we serve to provide whole-person care, prevention, and ongoing support.NHC is an Equal Opportunity Employer. We celebrate differences in the workplace and do not discriminate in employment opportunities or practices on the basis of race, color, religion, gender (sex), national origin, age, veteran status, sexual orientation, gender identity, disability, genetic information or any other characteristic protected by law.Why work with us?We are a non-profit organization, passionate about providing the underserved population with medical and dental services across the greater Portland area, committed to making a difference daily.We offer our employees a competitive compensation and benefits package which includes 20 days of PTO (based on full time employment), 9 paid holidays, health/dental/vision insurance, quarterly wellness reimbursements, generous 401k retirement plan with employer match, employer paid disability insurance, EAP and life insurance.Our employees voted NHC a Top Workplace in 2020, 2021, 2022, 2023, and 2024!Job Title: Admin / ReceptionistDepartment: AdministrativeReports To: Senior Executive Assistant / Administrative SupervisorWork Type: On-SiteClassification: Full-Time, Non-ExemptLanguage Differential: EligibleSummaryThis position serves as the first point of contact, and is the first impression for Neighborhood Health Center personnel and visitors. This position provides front-office reception duties, as well as administrative support and logistical tasks for the Finance team, Senior Executive Assistant, and backup support to the Executive Assistants.Reception Essential Job DutiesEmbody the utmost professionalism, confidentiality, and helpfulness while in this role.Interface with high-level internal/external contacts requiring considerable discretion and initiative.Demonstrated ability to assess, triage and organize.Answer the administrative phone line (single-line) with a customer-service oriented approach. Screens and directs calls as appropriate. Calmly responds to escalated situations involving people experiencing a health situation/crisis.Experience communicating effectively with people over the telephone, in writing and in person, including making decisions within an urgent timeline.Greet visitors and provide them with general support.Respond to routine daily correspondence.Organize and maintain a neat and orderly appearance of the reception area, conference rooms and the kitchens/breakrooms.Manage conference room calendars and events (technology, catering, schedule and manage meetings, etc.) Perform other general clerical and secretarial duties as requested, including but not limited to: recordkeeping, maintaining office supplies, coordinating equipment maintenance.Ensure operation of equipment (printers, stamp machines etc.) by completing preventive maintenance requirements; call for repairs and maintain equipment inventories.Administrative Essential Job DutiesProvide day-to-day administrative support to Finance, HR, EPIC, and other teams as needed.Provide support to Executives and Directors as assigned.Respond to, and resolve, administrative inquiries, and questions.Arrange business travel, meetings, and conference registration.Monthly credit card reconciliation.Coordinate vendor invoice management including receive, post, approval.Coordinate courier pick-up / deliveries, and notify appropriate staff.Handle packages and correspondence; including but not limited to: posting, sorting, opening, and distributing mail.Perform other duties and special projects as assigned.QualificationsQUALIFICATIONSEducation And/or ExperienceHigh School Degree, or equivalent, is required.At least two-years’ experience providing administrative support, or reception responsibilities, is required.Knowledge, Skills, Abilities & BehaviorsHighly punctual and dependable.Ability to interact professionally with many different personalities, both internally and externally; including, but not limited to: tact, diplomacy, ability to work with all levels of visitors, staff, and leadership.Demonstrated ability to observe and anticipate needs by being aware of complex office activities and offer efficiency suggestions.Ability to work under the direction of multiple people, and within a team setting. Aptitude and willingness to learn.Strong communication skills.Detail-oriented, with a high level of accuracy.Ability to work independently and reliably; self-starter.Flexible and adaptable in various situations.Basic understanding of clerical procedures and systems, such as recordkeeping and filing.Experience, or familiarity, with office equipment and software, including but not limited to video conferencing applications.Strong knowledge of MS Office, including Word, Excel, Outlook, and ability to learn other internally used programs. Knowledge of ContractWorks or a similar software preferred. Excellent written and verbal communication skills.Excellent grammar, spelling, and proofreading skills.Excellent customer-service skills.Strong organizational skills, ability to prioritize and multi-task; strong attention to detail, and high levels of efficiency.WORKING CONDITIONSThis position is 40-hours per week in the office. The noise level in the work environment is usually quiet to moderately loud based on visitor volume. Regularly sit while working on the computer; use hands and fingers to handle, control or feel objects tools or controls; repeat the same movements when entering data; ability to differentiate between colors, shades, and brightness; read from a computer screen for extended periods of time; speak clearly so listeners can understand; understand the speech of another person.Frequently stand and walk around the office to gather supplies, required to do filing, use office equipment, or collaborate with employees; stand, stoop and lift or move objects, equipment and supplies weighing approximately 20-25 pounds up to 40-50 pounds.Neighborhood Health Center Employment Offers are contingent on successful completion of reference checks, background checks, drug screening for illegal substances, Tuberculosis, and any position specific credentialing or licensure requirements.