Receptionist, Administrative​/Clerical

Reports To:

Site Operations Manager (SOM)

Collaborates Closely With:
Billing Team, Compliance Manager, SOM, and Clinical Director

Employment Type:

Full-Time (40 hours/week) / Non-Exempt

Location:

In-person 5 days a week at NBWC in Chaska, MN

The Receptionist provides essential office support to New Birth Midwifery through phone management, filing, documentation, administrative coordination, and internal communication support. This role interacts with clients in person and works at the front desk. The Receptionist functions as the anchor of the administrative department, ensuring that phone calls, messages, paperwork, and internal workflow run smoothly and efficiently. This position requires professionalism, discretion, excellent organizational skills, and the ability to manage sensitive information with confidentiality.

• Phone & Message Management
  • Answer and return calls promptly and professionally from clients, vendors, and partners.
  • Route calls and messages to the appropriate department or staff member.
  • Maintain accuracy in message-taking and ensure timely follow-up by the relevant team.
  • Provide general non-clinical information (hours, location, processes) without offering clinical advice.
  • Respond to consult requests via phone and email.
  • Handle client communication via email and portal.
• Administrative Support
  • Handle filing, scanning, printing, data entry, and document management for the SOM and administrative team.
  • Assist with maintaining electronic and paper records in compliance with HIPAA and organizational standards.
  • Support office organization and administrative workflows across departments.
  • Prepare basic correspondence, envelopes, packets, and routine forms as assigned.
• Scheduling & Coordination Assistance
  • Support all patient scheduling needs (especially new patient intakes).
  • Support internal scheduling needs (staff meetings, interviews, administrative calendars).
  • Coordinate vendor appointments or deliveries in collaboration with the SOM.
• Billing & Documentation Support
  • Assist the Billing Manager and SOM with documentation collection, file organization, and form distribution.
  • Open mail and ensure all financial forms and insurance correspondence reach the correct internal recipient promptly.
  • Maintain confidentiality when handling any medical or financial documents.
• Supplies & Office Organization
  • Track office supplies and prepare orders for SOM approval.
  • Keep administrative areas tidy, organized, and well stocked.
  • Help maintain order in storage, supply closets, and administrative work spaces.
• Communication & Workflow Support
  • Support staff communication through accurate message routing and timely updates.
  • Maintain positive, professional communication with internal team members.
  • Attend administrative team meetings or trainings as requested by the SOM.

• Required Experience & Skills
  • Minimum 1–2 years of experience in administrative support or office coordination.
  • Strong phone communication skills and professional demeanor.
  • Comfort with basic computer systems, office equipment, and file management.
  • Highly organized, dependable, and detail-oriented.
  • Ability to maintain strict confidentiality and handle sensitive information responsibly.
• Preferred Qualifications
  • Experience in healthcare administration or nonprofit settings.
  • Familiarity with HIPAA (training will be provided).
  • Experience with scheduling systems, Google Workspace, or EHR platforms.
• Desired Personal Attributes
  • Calm, focused, and reliable.
  • Strong sense of boundaries and confidentiality.
  • Self-directed with the ability to work independently.
  • Values aligned with New Birth’s mission of compassionate and ethical care.

• Full-time
• Consistent weekday schedule with flexibility for occasional administrative events.

• Office-based role with direct client contact in a birth center environment.
• May require sitting for extended periods and performing repetitive administrative tasks and occasional light lifting (up to 20 lbs.).
• Must uphold confidentiality and professionalism in all internal interactions.