Receptionist

Job Description

Job Description

Hours: Monday - Friday, 8:30 am to 4:30 pm

Classification: Full-Time / Non-Exempt

Benefits:  Health, vision, and dental insurance, life and accident insurance, PTO, six  paid sick days, eight paid holidays, 401(k) match, paid training

General Description

The Receptionist will manage the front office and reception area and provide general support with daily operations through facility management, communications and support of administrative and programmatic functions of the agency.  The Receptionist promotes the Organization’s mission, vision and core values. 

General Operations

• Open office and reception area in the morning and close the office and reception area in the afternoon.
• Lock and unlock exterior and interior doors and windows.
• Distribute the incoming mail daily.  

• Prepare correspondence to be mailed.
• Send email reminders to staff regarding expiring passwords.
• Take meeting notes for staff and administrative meetings and distribute notes.
• Help to maintain an environment that is healthy, safe, age appropriate and comfortable.
• Ensure safety of people by assisting in emergency situations.
• Create security badges for employees and contractors.
• Schedule and assign conference rooms for meetings and trainings.

Communication

• Answer phones and transfer callers to appropriate staff.
• Check FRIENDS Voicemail daily.
• Give phone messages to staff and transfer calls to staff voicemail.
• Update voicemail message as needed for program closures.
• Manage FRIENDS info email account three time per day disburse email to appropriate staff.
• Greet visitors, have them sign in, put on a visitor’s badge and escort them to the correct person or program area.
• Notify local news stations and change the FRIENDS voicemail to reflect snow closures.
• Notify staff when a caregiver provides information of a schedule change for someone who attends Day Program.
• Answer general questions about social and travel program events.
• Transfer calls to appropriate departments and staff.
• Send reminders about the administration meeting to staff.
• Take meeting notes for monthly all-staff and administrative meetings and distribute.
• Model clear and appropriate professional boundaries.
• Foster cooperative working relationships and positive team atmosphere.
• Works with Program staff to ensure program information is communicated to individuals, families, and caregivers.
• Maintain the info calendar on Outlook with employee information and absences.

Finance

• Record cash receipts daily for all checks received for programs and fundraising.

Purchasing

• Order Printer Ink for entire office and recycle used ink cartridges.
• Order, receive and stock office supplies and paper supplies for program and staff kitchens.
• Order, receive and stock cleaning supplies.
• Order FRIENDS Merchandise as needed or requested (t-shirts, pens, water bottles, etc.).
• Ensure postage stamps are always available.
• Accept deliveries and ddistributethem appropriately.

Clerical Assistance

• Assist with clerical duties such as typing, creating spread sheets, photocopying, faxing, scanning and filing.
• Maintain filing systems.
• Maintain data using computer systems.
• Maintain facility information notebooks.
• Maintain forms including fax cover sheet, address labels, envelopes, note cards, request forms.

Facility Maintenance

• Clean Supply areas and maintain inventory.
• Keep Main Printers in Working Order (setup repairs, replace parts, replace ink, etc.).
• Keep conference rooms clean and ready for meetings as needed – stock refrigerators with water.
• Interface with vendors, maintenance staff or contractors in the facility. Communicate status of inspections with staff.  
• Keep front office and reception area free from clutter and always presentable.
• Coordinate building maintenance and janitorial efforts including rescheduling services due to program activities with CEO and COO.
• Ensure that fire extinguishers, first aid kits and AEDs are stocked and functional on a quarterly basis in both the building and all vehicles.
• Ensure the sump pump in the basement is on.

Job Qualifications:

• Ability to perform basic computer operations: Microsoft, Office Suite programs and Therap.
• Pass a criminal background check.
• Possess a valid Colorado driver’s license and ability to meet agency’s driving requirements.
• Good written and spoken communication skills.
• Ability and willingness to safely lift 50 pounds.
• Willingness and ability to respond to emergency situations as they arise.
• Ability to organize and maintain detailed documentation and records.
• Willingness and ability to work as a team player.
• Ability to work in a flexible and constantly changing work environment and to deal effectively with shifting roles, responsibilities and expectations.
• Demonstrated skill and desire for working around adults with intellectual and developmental disabilities.

Education and Experience:

• High school diploma or equivalent
• Minimum one year office manager experience
• Nonprofit experience preferred.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.