RECEPTIONIST

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