Deadline: August 19, 2025

Job Summary

The Receptionist provides support to the Community Health Agency. This position is responsible for typing, scanning, and filing records, reports, reception and correspondence. Must maintain strict data privacy and be compliant with the Health Information Portability and Accountability Act (HIPAA).

Some Examples of Essential Duties

1. Performs typing/data entry as directed by the CHS Administrator/Director of Public Health, Home Health Coordinator, Nursing Supervisor(s), Nursing, and Health Promotions Coordinators i.e. letters, minutes of meetings, reports, newsletters, brochures, forms, etc.
2. Maintains a working knowledge of office machines, i.e. typewriter, computer, copier/fax machine/scanner, postage machine, laminators, paper cutter, shredder, etc.
3. Maintains files and filing systems, scanning of documents, filing (electronic and physical) for nurses. Performs destruction of records when appropriate.Sorts and distributes department mail.
4. Maintains an orderly system for office procedures, recommends and implements upon approval of new procedures.
5. Distributes information of agency programs as requested.
6. Assists clients with questions concerning Public Health staff availability.
7. Picks up and delivers mail/correspondence to Courthouse daily.
8. Provides information to the media as delegated by the CHS Administrator/ Director of Public Health and/or the staff.
9. Prices medical supplies for medical supply closet.
10. Assist with flu, senior clinics, child/adult (Mantoux, Hep A/B, HPV, etc) immunization clinics, paperwork, insurance and Medicare information gathering, receipting payments.
11. Conduct specific recording of data/reporting.
12. Maintains and updates the commons area bulletin board announcements
13. Executes and /or assists with copying, faxing, printing and proofreading of documents and correspondence
14. Ensures timely correspondence with medical community in compliance with home care conditions and participation.
15. Receipt any funds being paid to the agency for services.
16. Maintains home care paperwork, reviews for accuracy per State/Federal standards.
17. Enters authorizations into system.

1. Answers telephone.
2. Greets and handles clients and visitors.
3. Prioritize the urgency of the phone and/or client contact.
4. Accurately listening to the needs of clients, professionals and general public who call or walk in with questions and concerns, and properly directing them to the person(s) or department they need, whether Public Health, Family Services Timber Trails Public Transit or local entities
5. Have knowledge of caseload and clients to timely answer questions and direct them to the person in charge of the case.
6. Handle wide variety of questions about Public Health Services and finding community resources to refer them to.
7. Setting up appointments for senior clinics; send out reminders; make reminder phone calls as needed. Maintain client flow on clinic days.

1. Secures the Public Service building by locking doors and shutting down lights at the end of the business day
2. Responds to fire panel in the event of an alarm and follows protocol as deemed necessary by the alarm type.
3. Assists clients in obtaining medical/assistive equipment from medical supply closest and maintains check-out list. Follow up if equipment is not returned in a timely manner.
4. Works according to good safety practices as posted, instructed, discussed, and written in policy.  Uses all safety devices provided for their protection and the protection of others.  Reports any unsafe condition or act to their supervisor or the safety officer immediately.
5. Schedule meeting rooms for Public Service Bldg 3 to 4 times a week and open/close wall when needed. Track/maintain building use agreement forms for groups and educate groups on procedures for securing the building after hours.
6. Distribute and explain use of water test kits, accept payment for them and call lab for timely pick up of samples.          
7. Distributes and collects payment for radon test kits
8. Assists with the monthly testing of the panic button alarms.
9. Calls clients as directed by nurses.
10. Set up and take down nurse clinic exam rooms.
11. Read and record temperature of pharmaceutical refrigerator/freezer two times daily to maintain compliance with State immunization program.
12. Assist in the response of Public Health Emergencies as directed by the CHS Administrator/Director of Public Health.
13. Performs other related duties as assigned.

• High School graduate or equivalent plus one year clerical
• One year experience
• Must be skilled in reception, telephone and other public contact work

• Develops, maintains a thorough working knowledge of, and complies with all departmental and applicable County policies and procedures.
• Demonstrates regular and reliable attendance and punctuality.
• Demonstrates by personal example the qualities inherent in public service, excellence, and integrity expected from all staff.
• Develops respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confers regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represents Kanabec County in a professional manner to the public, outside contacts and constituencies.