Receptionist

Job Title: Receptionist Exempt/Non-exempt: NON-EXEMPT Immediate Supervisor: Office Supervisor Essential Functions Primarily responsible for administrative support such as data entry, scanning documents, managing incoming and outgoing mail, including sorting, distributing, and organizing documents. Welcomes and greets visitors, guests, clients, and employees with a warm and professional demeanor. Establishes and maintains systems for assigned programs that collect data on clients, services and outcomes; tracks related expenses and program statistics; and maximizes utilization of PC based systems. Filing physical and electronic documents by sorting files alphabetically and according to content, dates, significance, etc. Prepares documents and files for audit purposes, ensuring accurate and timely submissions. Handle confidential information with discretion. Answer and direct incoming phone calls, ensuring accurate and timely routing to appropriate individuals or departments. Schedule appointments and meetings, coordinating with team members to find suitable times and notify participants of any changes. Order office supplies and ensures appropriate and timely distribution. Assist with new employee onboarding including ordering IDs/ business cards and ensuring all necessary items are provided. Regularly assist office supervisor with relevant tasks as assigned. Keep supervisor informed of issues related to their area of responsibility. Facilitates posting communications for direct service staff, administrative staff and clients. Receive and log donations and provide timely acknowledgement response. May assist with Volunteers. Knowledge and Ability Requirements Proficient in Microsoft Office Suite Understands office systems and procedures. Knowledge of office professional conduct and professional presentation of self. Excellent Customer Service approach with the ability to effectively communicate with both clients and staff. Ability to work independently, multi-task and ensure accuracy in meeting deadlines. Ability to respond to the changing demands of the office and be flexible. Education and Experience High School diploma required with an associate or bachelor’s Degree preferred. Experience as a receptionist or in a customer-facing role is preferred. Additional training in office skills preferred. And must demonstrates excellent customer service. Must have excellent attention to detail including the ability to work with numbers/statistics. Exceptional organizational and multitasking abilities. Strong interpersonal skills and the ability to interact with individuals at all levels. Must provide timely responses to requests from supervisor, staff, and external inquiries. Physical Demands and Other Requirements To perform this job successfully, an individual must be able to perform the essential duties listed in the job description satisfactorily. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle or feel objects, or controls; reach with hands and arms. Capable of operating standard office equipment, including a computer and keyboard, calculator, typical business machines such as a fax machine and copier. The employee must occasionally lift and/or move up to 20-30 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. The employee is required to have valid driver’s license, auto insurance and must be able to safely operate a motor vehicle. The work environment characteristics include a noise level which is usually low to moderate. Position Responsibilities/Program Execution and Decision Making Diversity and Inclusion/Professionalism: In all aspects of their work presents as a role model to others, behaving in a way which actively supports LCFS as a welcoming community, promotes diversity and inclusion in the workplace and collaborates with others to further equity and dismantle barriers to a more inclusive experience of community. Participates in annual professional development and/or advocacy regarding inclusion. Ethical Conduct: Follows all ethics policies and procedures related to program execution and decision making as defined by the agency as well as any related professional licensing, regulatory or accrediting body. Maintain confidentiality of client, staff, and agency information. Reports any known or suspected breaches of confidentiality in accordance with policy. Reports possible misconduct or relevant errors/ oversight in a timely manner and responsibly addresses related issues with chain of command. Communication/Interpersonal Skills: Consistently conveys clear, accurate, timely, and respectful communication appropriate for the situation. Informs appropriate management staff when incident occurs or a crisis situation. Maintains professional boundaries with clients/residents, staff, interns, volunteers, and vendors. Able to successfully share skills and concepts with others and works effectively with others under time and environmental pressures. Safety and Agency Resource Utilization: Demonstrates sound judgement and foresight in safety awareness and in daily work. Notifies, in a timely manner, the supervisory chain of any incidents or circumstances that need attention. Report all suspicions or allegations of abuse immediately to their supervisor. Ensures appropriate utilization of materials and resources and minimizes waste. Other Responsibilities: All other tasks and responsibilities as assigned. #J-18808-Ljbffr