Front Desk Receptionist

DIVISION: Administration / Academy REPORTS TO: VP of Educational Services SUPERVISES: None EXEMPTION STATUS: Non-Exempt POSITION SUMMARY: The Front Desk Receptionist serves as the first point of contact for Behavioral Health Allies and plays a critical role in maintaining a safe, organized, welcoming, and professional front office environment. This role is responsible for managing visitor check-in procedures, maintaining building security at entry points, monitoring student attendance, coordinating office supply management, supporting purchasing processes, assisting with event logistics, and providing administrative support across departments. The Front Desk Receptionist must demonstrate strong organization, professionalism, emotional regulation, attention to detail, and alignment with BHA's Core Values. This role directly impacts safety, compliance, family experience, and operational efficiency. KEY RESPONSIBILITIES:Empower Through Innovation • Maintain accurate daily student attendance records and arrival logs • Utilize digital systems to track visitor check-in/check-out and badge processes • Identify inefficiencies in front desk workflows and recommend improvements • Support organization-wide administrative systems with accuracy and consistency • Assist in organizing digital and physical filing systems Integrity in Action • Ensure all visitors are properly screened, signed in, and issued badges per safety protocol • Maintain strict confidentiality regarding student, client, and employee information • Follow all compliance procedures related to attendance documentation and visitor access • Accurately process incoming and outgoing mail and deliveries • Support purchasing and supply tracking with attention to budget awareness Advocate with Passion • Provide a welcoming, professional experience for families, visitors, vendors, and community partners • Serve as a helpful and respectful first point of contact for phone calls and in-person inquiries • Route communications promptly and accurately to appropriate staff • Support family engagement by ensuring smooth check-in, dismissal, and communication processes Leaders in Learning • Participate in required trainings (HIPAA, safety, compliance, etc.) • Learn and maintain proficiency in attendance and visitor management systems • Seek feedback from supervisor to improve efficiency and organization • Stay informed on office best practices and customer service standards Compassionate Care, Always • Maintain emotional regulation and professionalism during busy arrival/dismissal times • Demonstrate patience and empathy with students, families, and staff • Support crisis situations by following established safety and communication protocols • Maintain a calm and organized front office environment Sustainable Growth, Lasting Impact • Monitor office supply levels and proactively reorder as needed • Maintain inventory of front office and administrative supplies • Assist with organizational purchasing and vendor coordination as assigned • Support planning and logistics for events, meetings, and staff initiatives • Ensure front desk operations reduce disruption and improve organizational flow FUNCTIONAL RESPONSIBILITIESFront Desk & Visitor Management Greet all visitors and ensure secure building entry Monitor front entrance and maintain safety protocols Issue visitor badges and track entry/exit Answer and route incoming phone calls professionally Maintain clean and organized front office space Student Attendance & School Support • Record and monitor daily attendance • Track student arrivals and departures • Communicate attendance discrepancies to appropriate staff • Maintain accurate documentation for compliance purposes Office Administration & Supplies • Monitor, restock, and organize office and classroom supplies • Coordinate supply orders and purchasing requests • Assist with vendor orders and tracking • Process incoming and outgoing mail and packages • Provide general clerical support (copying, scanning, filing, document preparation) Event & Operational Support • Assist with logistics for meetings and events (materials, setup, hospitality) • Support internal initiatives as assigned • Provide cross-departmental administrative assistance OTHER DUTIES Perform other duties and special projects as assigned to support organizational initiatives Attend required meetings, trainings, and professional development sessions Model professionalism, accountability, and BHA Core Values in all work performed Uphold BHA's mission and values in all work performed Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. PHYSICAL DEMANDS The physical demands described below represent those required to perform the essential functions of this position successfully. Reasonable accommodations may be made, as required by law, to enable qualified individuals with disabilities to perform these functions safely and effectively. However, employees must be able to perform the essential duties in a manner that ensures the safety and supervision of students at all times. Additional Requirements: • Must maintain emotional regulation, sound judgment, and adherence to approved crisis management protocols. • Must maintain professional appearance and executive-level presence when interacting with stakeholders. • Must maintain emotional regulation and composure in high-pressure or time-sensitive situations. • Must be able to respond promptly to urgent executive matters. • Must maintain sustained attention to detail to reduce organizational risk. • Must safely operate standard office equipment including computer, copier, and telephone systems. WORKING CONDITIONS The working conditions described here represent those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made, in accordance with applicable law, to enable qualified individuals with disabilities to perform these functions safely and effectively. However, employees must be able to perform the essential duties. This position primarily operates in an administrative executive office environment; however, the Executive Assistant must remain flexible and responsive to changing priorities, urgent matters, and organizational needs. Additional Conditions and Expectations: • Must maintain strict confidentiality and discretion at all times. • Must demonstrate emotional regulation and professionalism in high-pressure situations. • Must remain attentive and responsive throughout the workday to urgent executive matters. • Must adhere to BHA branding standards and communication expectations when representing the executive office. • Must exercise independent judgment when escalating urgent issues. • Work schedule flexibility may be required based on executive or organizational needs. • Must be able to work flexibly across settings and schedules to meet operational and client needs Fitness for Duty / Medical Evaluation (Job-Related): BHA may require a job-related fitness-for-duty evaluation consistent with applicable law when there is a reasonable concern that an employee may be unable to safely perform the essential functions of the role (including driving, medication administration, crisis response, and continuous supervision), or as part of return-to-work clearance following certain leaves or incidents. ACCESS TO PHI: The employee may have access to Protected Health Information (PHI) as needed and should follow all guidelines in accordance with company and state and federal regulations. EQUAL EMPLOYMENT : Equal Opportunity is and shall be provided for all employees and applicants for employment based on their demonstrated ability and competence without unlawful discrimination based on their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted so as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. ADA STATEMENT: To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions. ACCOUNTABILITY/IMPACT (Degree of answerability for actions, consequences of errors in judgment, and legal liabilities) : Errors in judgment or mistakes could cost the organization loss of revenue, loss of clients, and/or negatively impact KCBHH's reputation. BHA CORE VALUES 1. Empower Through Innovation - Continuously seek new and effective ways to support individuals and families. 2. Integrity in Action - Always do the right thing with honesty, accountability, and respect. 3. Advocate with Passion - Champion the rights, needs, and voices of those we serve. 4. Leaders in Learning - Commit to continuous growth, evidence-based practices, and thought leadership. 5. Compassionate Care, Always - Provide empathetic, high-quality support that makes a meaningful difference. 6. Sustainable Growth, Lasting Impact - Responsibly steward resources to expand services and reach more individuals in need. Requirements QUALIFICATIONS:Education & Experience: High School Diploma or GED required 1-3 years of front desk, receptionist, administrative, school office, or customer service experience preferred Experience in healthcare, education, or behavioral health setting preferred Skills & Competencies Strong communication and presentation skills (written, verbal, and visual) with a compassionate, professional demeanor. Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook) Ability to manage competing priorities in a fast-paced environment Strong organization and time management skills High attention to detail Ability to maintain confidentiality and exercise sound judgment Strong interpersonal skills with families, students, staff, and visitors Ability to remain calm and professional in high-traffic or high-stress situations

Created: 2026-04-01