Receptionist/Office Clerk

Job Description

Job Description

Basic Function: Under direct supervision of the Administrative Assistant to the Chief Executive Officer (CEO), the Receptionist performs a variety of clerical and front-desk support functions. This position serves as the first point of contact for visitors and callers, provides accurate information and direction, operates the telephone system, and facilitates the efficient flow of incoming and outgoing communication. appropriate information and direction in conjunction with operating the telephone system. The Receptionist also provides administrative support through typing, organizing, copying, and maintaining reports, correspondence, and files.

 

Reporting Relationship :

Reports To : Administrative Assistant to the Chief Executive Officer

Supervises (Position Title): None

 

Principal Duties/Responsibilities:

• Courteously greets visitors and callers, maintaining an awareness of their needs and ensuring a professional and welcoming environment
• Provides accurate responses to routine inquiries and general information, referring more complex matters to appropriate staff as needed.
• Operates the agency’s telephone system, screens incoming calls, and promptly routes calls to appropriate personnel.
• Types, formats, and proofreads reports, letters, and routine correspondence as assigned, ensuring accuracy and professionalism.
• Sorts, distributes, and routes incoming mail and correspondence in a timely manner.
• Organizes and maintains files, folders, and other administrative records in accordance with agency procedures.
• Maintains and updates agency directories, phone lists, visitor sign-in sheets, and related administrative logs.
• Upholds strict confidentiality of all information processed or accessed in the course of duties.
• Maintains professional business attire and a neat, clean appearance consistent with agency standards.
• Meets established attendance requirements and adheres to scheduled work hours, beginning and ending work on time.
• Establishes and maintains courteous, professional, and effective working relationships with employees at all levels, clients, vendors, and representatives of external organizations.

* Performs other clerical tasks or special projects as assigned*

*Assists with daily office opening procedures, including preparing shared spaces and setting up coffee and light refreshments for staff and visitors.

* Non-essential duties

  Specifications:

• Position requires a high school diploma or a GED.
• Postsecondary coursework in office administration, business, or a related field preferred.
• Minimum of one (1) year of experience in a receptionist, administrative support, or customer service role required.
• Experience in a nonprofit, healthcare, or behavioral health setting preferred.

Skills, Knowledge, and Abilities:

• Strong verbal and written communication skills are necessary.
• Ability to interact professionally, respectfully, and courteously with diverse individuals is required.
• Proficiency with standard office equipment and computer applications, including word processing, email, and telephone systems are essential.
• Must have strong organizational skills, attention to detail, and willingness to learn added skills and responsibilities.
• Ability to prioritize tasks, manage time effectively, be proactive, and flexible in a professional environment is critical.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information is necessary.
• Must be able to understand and follow office safety-security practices.
• Ability to work with minimum supervision is important.

Full-Time Role

Compensation

$23.00 - $25.00

Benefits

• Paid vacation
• Paid Sick Time
• 12 Paid Holidays
• Medical
• Dental
• Vision
• 403(b) Plan
• Life Insurance
• Long-term & short-term disability
• Employee assistance program (EAP)
• Family medical leave
• Tuition reimbursement
  

Benefit options and eligibility vary by Fulltime and Part-time positions. Compensation within the posted salary range varies based on factors including, but not limited to, experience, skills, education, and performance at the time of the offer .

Mental/Physical Demands:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Have the ability to deal with problems involving several concrete variables in standardized situations. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to clients and other employees of the organization. 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, and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Environmental Conditions:

The noise level in the work environment is usually moderate; work is performed in an office.

This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.