Summary
The Receptionist position is responsible for creating a positive first impression of the Organization and supporting staff with administrative functions to maximize productivity.
The Receptionist should be a strong supporter of the organizations cause and must be comfortable collaborating with other agencies for the benefit of the community. It is imperative that this individual adhere to the organizations code of ethics and maintain confidentiality at all times. Trustworthiness and sensitivity are essential qualities for this worker. Key responsibilities include managing communications, office scheduling, meeting/event planning, records management, contact management, staff administrative support, project management and maintaining confidentiality in regards to Organization and customer information.
Essential Functions:
COMMUNICATIONS
- Manages packages, correspondence and electronic communications for Community Rebuilders staff
- Answers and directs all incoming calls to the appropriate party promptly and efficiently
- Provide friendly greeting to all visitors and direct consumers. Interacts professionally and proactively with customers, visitors, and Community Rebuilders staff.
- Provide information, advocacy, and referral services to program consumers
- Provide accurate information to costumers regarding description of programs, eligibility guidelines and documentation requirements.
- Interact with customers in a manner consistent with the mission and vision of Community Rebuilders.
RECORDS / OFFICE MANAGEMENT
- Perform general office duties including answering and directing phone calls, receiving and distributing mail and faxes. Maintaining proper supply level for all copy/printer, manage meeting rooms and assist with other projects as assigned.
- Maintains organized records, including filing
- Responsible for the timely opening and closing of the office lobby, including unlock/lock door, lights, TV Monitor, ensure coffee and coffee supplies are available for guests and employees, and cleaning lobby area.
STAFF SUPPORT
- Actively looks for ways to support the office staff with various administrative or project related tasks
- Prepares reports, documents or presentations for Community Rebuilders staff as requested
OFFICE SCHEDULING
- Actively manages all conference room calendars and arranges the required equipment or materials for meetings
- Supports any employees with scheduling difficulties in finding solutions or making new arrangements
CONFIDENTIALITY
- Protects the security of customers' and Organization's sensitive information and files
- Manages confidential matters related to the organization, customers, staff and business strategy
STAFF SCHEDULING
- Assists with managing and maintaining staff schedules, calendars and appointments
Required Minimum Qualifications
· Associate's Degree in business administration or an equivalent amount of training and experience
· Relevant experience in a receptionist or office administrator role, preferably in a Non Profit environment
· Excellent communication skills to interact with customers, prospects and our internal team
· Proven ability to manage busy calendars for multiple staff members
· Proven track record of managing projects and creating presentations and documents
· Proven ability to stay highly organized and up-to-date with contact management and expense reports
· Proven track record of maintaining the confidentiality of sensitive Company and customer information
· Strong sense of customer service
Essential Physical Duties
· Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to bend or stoop, repeatedly, sit or stand for long periods, and lift at least 25 pounds.
· Sufficient clarity of speech and hearing or other communication abilities, with or without reasonable accommodation, which permits the employee to communicate effectively, hear within the normal range of conversations, and carry on telephone communications;
· Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of written and electronic materials at arm's length or less (distinguish letters and numbers), to see in detail objects or printed material at greater than arm’s length.
· Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment and other office equipment.
Work Environment
The Receptionist primarily works in a general office environment. The position requires some physical activity and requires mobility due to the varying work sites. This role routinely uses standard office equipment such as computers, phones, copy machine, file cabinets and printers. May be required to travel to community events, or other events/trainings as assigned.
While performing the duties of this job the employee is regularly required to talk, hear, sit, stand, walk, use hands & fingers, reach and lift up to 25lbs unassisted.
Pay: From $17.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
