Colorado Nonprofit Association

Reception and Programs Assistant

Job Description

Position: Reception and Programs Assistant (Bilingual preferred)

Classification: Non- Exempt

Reports to: Director of Client Services/Case Management Lead

Location: Denver, CO 

Aout Us

At Colorado Health Network (CHN), we recognize that our greatest asset is our people. We are deeply committed to creating a workplace that values diversity, equity, and inclusion. We encourage individuals with lived experiences to apply, as these unique perspectives enrich our work and strengthen our connection to the communities we serve.

Our team thrives on the collective strengths of individuals from diverse backgrounds, including age, race, ethnicity, gender identity, sexual orientation, disability, HIV status, and beyond. We celebrate all who seek to contribute to our mission and serve those in need. When you join CHN, you’re joining a culture that values service, innovation, wellness, and anti-oppression.

If you are passionate about making a tangible difference, empowering individuals, and working in a collaborative, inclusive environment, we would love to hear from you.

Position Summary: The Reception and Programs Assistant is responsible for providing and/or coordinating the day-to-day operations of the agency reception desk and assisting with other programs under the supervision of department lead/managers, or as assigned by primary supervisor.

Essential Job Functions:

Reception Operations Responsibilities:

• Staff the reception desk. First shift coverage begins at 8:00 a.m. and continues to 4:00 p.m. Second shift coverage begins at 10:00 a.m. and continues until 6 p.m.
• Oversee reception area including monitoring phone usage by clients and activities in the lobby area to ensure the professionalism and safety of the environment.
• Enforce standards associated with confidentiality. This position is called upon to help support the maintenance of the confidentiality and privacy of all CHN clients.
• Triage walk-in clients for emergency case management issues, based on protocols established by Client Services Manager/Team Lead and other program directors and managers, as applicable to their specific programs.
• Provide general community resource information and referrals to clients
• Develop, update and maintain the reception training manual.
• Maintain the overall appearance of the reception area: straighten publications and materials, remove trash from chairs and floor, and wipe down surfaces at beginning and end of every day.
• Work with assigned staff to ensure information on the television in the lobby is complete and up to date, reflecting upcoming events and reminders for CHN clients.
• Monitor and coordinate the delivery, pickup and distribution of agency and client mail.
• Record and update outgoing voice mail recordings for the agency to ensure accuracy and clarity.
• Ensure that the general agency voicemail messages and incoming calls are directed to appropriate person(s).
• Monitor fax machine and distribution of incoming faxes to employee mailboxes.
• Other duties as assigned.

Programs Assistant Responsibilities:

• Monitor, coordinate, pick up, distribute and reconcile monies, products, and reporting for Medical Transportation Program.
• Prepare end of month, token distribution report (must be done before10 a.m. on the first day of the following month).
• Input monthly “visits”/ Food Bank usage and “token”/transportation usage into database
• Prepare quarterly/year end reports, as assigned.
• Other duties and projects as assigned. 

Qualifications: Experience in a similar professional position, preferably in a non-profit setting working with diverse populations. Previous training in cultural competency and trauma informed care preferred. Spanish-speaker strongly preferred (additional pay differential for fluency).

Education:

High School Diploma/GED required.

Software Utilized:

Experience working with basic office and database computer programs, including familiarity with Microsoft Outlook, Word, Excel, Access, and the internet.

Knowledge, Skill and Ability:

Willingness and ability to work with diverse populations – persons living with HIV, the GLBTQ community, persons of various ethnic backgrounds, disenfranchised communities. Excellent communication, client relations and management skills. Highly organized and detail oriented. Must demonstrate accuracy, efficiency and excellent organizational skills. Skilled applicants much possess the following strengths: task management, teamwork, time management, reliability, self-motivation and exceptional professional communication with teams, managers, clients, and company consultants.

Material and Equipment Directly Used:

Works with standard office equipment including computer work station, printers, copiers, scanners and fax machine. Works with word processing software, spreadsheet applications, and presentation software. Communicates with clients and vendors using the telephone, e-mail, the Internet, and fax.

Physical Demands and Work Conditions:

Works in an office environment. May travel to offsite locations. Must have and maintain a valid Colorado driver’s license and auto insurance. Requires ability to lift up to 25 pounds of materials. Requires clear speaking ability and the ability to use a telephone for extended periods. Requires ability to view a computer screen (near acuity).