Summary
Operates multiline telephone system to answer incoming calls and directs callers to appropriate personnel while providing support to administration by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
- Retrieves messages from voicemail and email and forwards to appropriate personnel.
- Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
- Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
- Answers questions about organization and events, and provides address, directions, and other information via phone or email.
- Provides excellent customer service.
- Monitors visitor access to the CBJAM Office.
- Assists Catering Companies with delivery and set up of meals for CBJAM Staff during Events. Maintains cleanliness of the Kitchen throughout mealtimes and executes clean-up after the meals are over, making sure the Kitchen is clean and fully restocked.
- Stocks / organize kitchen and Office Supplies.
- Updates information in the receptionist handbook and the event information handbooks as needed.
- Performs other clerical duties as needed.
Competencies
To perform the role successfully, an individual should demonstrate the following competencies:
Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected situations.
Attendance/Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Communication – Expresses ideas and thoughts with professionalism verbally and in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Conflict Resolution – Encourages open communication; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.
Dependability – Follows instructions and responds to Senior Leadership direction; takes responsibility for own actions; keeps commitments; commits to non-traditional work hours; completes tasks on time or notifies appropriate person(s) with an alternate plan.
Leadership – Conducts themselves in a way that provides strong leadership skills and execution within the Company and Staff at all levels.
Safety and Security – Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and drive group commitments to goals and objectives; supports holistic efforts to succeed.
Use of Technology – Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps skills up to date.
Qualifications
To perform this role successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
Computer Skills
To perform this job successfully, an individual should have basic computer and internet skills, knowledge of Microsoft Office software, and operation of a multiline phone system.
Physical Demands
The physical demands described here are representative of those that must be met by the candidate to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this role, the candidate is regularly required to talk, hear, and utilize vision. The candidate is frequently required to stand, walk, and sit. The candidate is occasionally required to use hands to handle or feel and reach with hands and arms. The candidate must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds.
Work Environment
The work environment characteristics described here are representative of those a candidate encounters while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate with opportunities for sustained high noise levels during select events.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
