Receptionist/Data Entry

Job Description

Job Description

Organization
Seabury Resources for Aging is a private, not-for-profit corporation registered in the District of Columbia that provides a range of services to enhance the quality of life for older adults. Seabury’s mission is to provide personalized, affordable services and housing options to help older adults in the greater Washington, DC, area live with independence and dignity. Seabury strives to remain the trusted community leader in aging services.

Position Summary
The part-time Receptionist/Data Entry Specialist serves as the primary point of contact for all visitors and incoming telephone calls. This role is responsible for delivering welcoming, professional front-desk coverage and ensuring accurate, timely data entry into the organization’s client management systems. The incumbent supports overall office administration and contributes to the seamless delivery of services to clients and staff.

Department
The Receptionist will work closely with the entire organization to deliver exceptional customer service, while maintaining a high level of professionalism.

Responsibilities
Front Desk and Visitor Services
●  Oversee the front desk and waiting area while maintaining a neat, clean, and orderly environment. Ensure all staff and guests sign in and out in accordance with building security protocols.
●  Serve as the first point of contact for all in-person visitors; greet guests promptly and courteously upon arrival and provide information and proper referral information to guests if required.
● Screen all walk-in visitors, offer appropriate seating, and notify the relevant staff member of the visitor’s arrival.
● Prevent non-appointment, unannounced visitors from proceeding beyond the front desk area.
● Serve as a backup driver for the organization's volunteer passenger van as needed; safely transport clients to and from program destinations in accordance with organizational policies and applicable traffic laws 

Telephone and Communication Management
● Answer all incoming telephone calls promptly and professionally; screen and log all calls, respond to routine inquiries, take messages, and forward to the appropriate staff.
● Check voice messages on the office telephone and return or forward call-backs within the same business day.
● Answer the phones promptly, take messages correctly, and forward them to the appropriate personnel.

Data Entry and Records Management
● Maintain the database by entering new information and updating participants’ information accurately and on time into the CSTARS system.
● Complete, update, and enter intakes into the database, maintaining all accurate records and files associated with each intake.
● Ensure data is entered accurately and on time; verify entries for accuracy prior to submission and correct errors promptly.
● Conduct socialization calls and document outcomes accurately in the client database.

General Office Support
• Make photocopies, fax, and print out documents as needed.
• Distribute mail to staff; receive, sort, and distribute incoming mail and deliveries same day as received.
• Performs other duties as assigned.

Performance Standards and Metrics
Performance in this role will be evaluated against the following measurable standards on a quarterly basis:

Performance Area | Metric | Target Standard
Call Answering | Calls answered within 3 rings | ≥95% of all incoming calls
Message Accuracy | Messages recorded and delivered without errors | Zero undelivered or inaccurate messages per month
Voicemail Response | Voicemails returned or forwarded same business day | 100% same-day response
Visitor Sign-In Compliance | Visitors signed in per protocol | 100% compliance rate
Data Entry Timeliness | Client records entered within the required timeframe | 100% within 24 hrs. of intake
Data Entry Accuracy | Error rate in CSTARS data entry | ≤1% error rate per audit cycle
Front Desk Availability | Front desk staffed during scheduled hours | 100% during assigned shift hours
Mail Distribution | Incoming mail sorted and distributed | Same day as received

 
Key Qualifications
• High school diploma with at least two (2) years’ experience in a receptionist, administrative, or customer service role; A.A. degree preferred.
• Minimum of one (1) year of database or data management experience required.
• Excellent computer skills, including very good working knowledge of key software (Microsoft Word, Excel, Outlook), and very good understanding of basic IT operations.
• Excellent written, oral, and interpersonal skills.
• Must be sensitive to and understand the needs of the client population.
• Must possess a valid driver’s license with a clean driving record; ability to operate a passenger van and willingness to serve as a backup driver as needed.
• Strong attention to detail with the ability to enter data accurately and efficiently.
• Must possess a valid driver's license with a clean driving record; ability to operate a passenger van and willingness to serve as a backup driver as needed. 

 
Work Environment: Standard office environment; on-site presence required during all scheduled hours.

Essential Physical Functions: Ability to lift 20 pounds; prolonged periods of sitting at a desk; ability to operate a passenger van safely when required. Ability to operate a passenger van safely when required.

 
Used: PC/laptop, computer printer, camera, office copier, telephone, facsimile machine, shredder, and typical office equipment.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.