The Administrative Assistant/ Client Service Representative's primary responsibility is to assist clients in achieving their desired interactions with Nebraska Equine Veterinary Clinic. This includes daily interactions with clients via telephone, fax, text, written, e-mail, and in person communication. This person needs to be able to build positive relationships with a variety of equine horse owners and trainers or equine professionals. They need to be able to make them feel at ease while seeking and using the services and products provided by Nebraska Equine Veterinary Clinic. This person must have strong people and communication skills and enjoy interacting with equine horse owners and professionals. Secondary responsibilities include administrative aspects of a small business.
Essential Job Functions:
- Provide excellent customer service to clients.
- Receive and greet visitors and callers to the practice, determining the nature of their business and directing them accordingly.
- Develop a relationship with and knowledge of our current client list including their location and essential information to expedite communication and transactions.
- Develop knowledge of our products, procedures, and services in order to communicate accurately with our clients and to market practice services to prospective and established clients.
- Operate telephone system to receive and process incoming calls following established procedures.
- Set appointments and maintain appointment schedule for the practice, including surgeries and emergencies using the practice management software.
- Check out clients, collect fees and process payments following established procedures.
- Perform data entry and other tasks using a variety of software programs, including maintaining client and patient records in the practice management software.
- Perform general clerical and office tasks.
- Be comfortable assisting with a medical procedure if needed.
- This person needs to be able to work with trust and integrity in all situations, including those that might require limited or privileged access
- Be trustworthy with financial transactions, collecting payments in the form of check, credit card and cash
- Be dependable and punctual on working hours scheduled and to be willing to stay beyond scheduled hours if needed
- Maintain a professional appearance while at work
- Conduct oneself professionally as a representative of the clinic, refraining from inappropriate language and behavior
- Constructively communicate problems (procedures, working environment, patients, clients) to management
- Deliver superb customer service
- Assist other employees as needed
- Participate in all required staff training and meetings
- Maintain strict confidentiality regarding clients and patients
Education and Experience:
- High school diploma, or general education degree (GED);
- General equine and veterinary medical knowledge.
- Minimum one (1) year experience in a business office setting, preferably in a receptionist position; or one (1) year experience in a clerical or administrative position; or an equivalent combination of education and experience.