RECEPTIONIST

Job Type


Full-time

Description

Position Data:


Title: Receptionist


Grade: 2 Exempt: Non-Exempt: X

Reports to: Building Manager


Basic Function or Position Summary:


Operates a multi-line telephone system to handle incoming calls, identify the purpose of the call, and route callers to the correct staff members. Welcoming customers with a friendly demeanor, guiding them, accordingly, addressing inquiries, and creating a pleasant atmosphere. Undertaking general office tasks and carrying out assigned clerical duties. . Hours per week 35: Monday - Friday 8:30am to 4:30pm. Salary $16.32/hourly

Security Clearance: L4V

Requirements

Position Responsibilities and Specific Duties:

*Greet customers and visitors with a positive, helpful attitude

*Upholds workplace security by maintaining visitor logs.

*Determines nature of business, and connects visitors to appropriate personnel

*Answers phones in a professional manner, routing calls as necessary

*Ensures messages are accurate and passed to appropriate staff members in a timely manner

*Answers basic questions about organization and provides callers with needed information

*Manages customer flow through Central Intake by ensuring all customers are scheduled and routed through intake

*Manages conference room availability

*Takes inventory of resource supplies and brochures; restock as needed

*Support translation for Spanish-speaking customers using bilingual staff or Google translate

*Ready out-going mail for pick-up

*Receive deliveries, sort, and distribute incoming mail

*Maintains cleanliness of reception and common areas at all times following reception checklist

*Operates standard office equipment on a regular basis including fax machine, copy machine, scanner, computer and postage meter

*Copy or scan documents as requested by customers

*Utilizes basic computer and word processing skills to prepare documents and reports, including copy counts, postage meter and receipts

*Promotes safety and security by maintaining customer and staff sign in and out sheets

*Reads and understands evacuation procedures and the duties of the receptionist

*Attends monthly Navigation and Front Desk meetings

*Promotes agency mission.

*Maintains confidentiality and complies with the code of ethics.

*Maintains consistent professional customer service.

*Job performance incorporates integrated service delivery model while promoting self-sufficiency.

*Other duties as designated by supervisor.


Key Working Relationships:


A. Internal: All COI Staff


B. External: Customers

Supervisory Scope:


A. Number of staff supervised: NA

B. Titles supervised: NA

Organizational Responsibilities:

*Adheres to all policies and procedures

*Gathers appropriate documentation and tracks outcomes

*Participates in organizational committee structures as appropriate

*Participates in organizational and divisional management systems


Knowledge, Skills Required:

*High School Diploma or GED and 2 years of experience in customer service required, Associate degree preferred

*Bilingual preferred

*Strong interpersonal, communication and customer relations skills

*Organized and resourceful

*Familiarity with multiline telephone systems, scanners, copiers, printers, and fax machine.

*Proficient in Microsoft Office, Google Drive, Google Docs and strong typing skills

*Multi-tasking ability required


Special Requirements, if any:


• Must be able to provide consistent even tempered customer service at all times

• Valid Drivers license

• Reliable transportation

• Works compassionately with a diverse population

• Experience navigating community programs