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SalarySafePlace Job Description
Job Title: Front Desk Receptionist
Reports to: Development Director
FLSA Status: Non-exempt
Number of Hours Per week: 35 hours per week
Normal Work Schedule: 8:15 am – 5:30 pm or 8:30 am – 5:45 pm, Monday through Thursday
Salary Range: Schedule C
Benefits: Medical, dental, and vision insurance; paid holidays and paid time off leave are provided as per SafePlace personnel policies. Employee Assistance Program provided. Retirement benefits will be available when SIMPLE Plan qualifications have been met.
SUMMARY
Provide Community Services Center reception, clerical, and administrative support for the agency.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Essential Duties and Responsibilities of this position include the following. Other duties may be assigned.
- Provide general reception, clerical, and administrative support for the agency:
- Answer Community Services Center telephones; respond to donation calls; and assist service vendors, volunteers, and members of the
- Refer clients to appropriate direct service
- Handle requests for general information about
- Assist walk-in donors, accept donations, and write
- Process used cell phones and ship-off for
- Read through incoming SafePlace emails daily and forward them to relevant program
- Train volunteers to cover Community Services Center reception, as
- Provide administrative support for the development
- Data Management:
- Update Donor Perfect database, including address changes from returned mail.
- Donation Preparation:
- Prepare incoming check and cash donations for daily deposit.
- Provide clerical and administrative support to staff and/or program
- Enter and update all training records for staff and volunteers in
- Monitor inventory and order agency supplies monthly, or as
- Maintain current volunteer databases and
- Maintain information in agency administrative notebooks and electronic
- Assist with creating, updating, and typing forms and correspondence, as well as other paperwork
- Assist with specific database entries for program areas, as
- Assist staff and committees with administrative support, as needed and as time
- Assist in the distribution of agency brochures and
- Assist with booking appointments and answering phone calls on behalf of the Executive Director.
- Handle incoming and outgoing mail, pick up and drop off mail daily, and assist in mail and resource
- Develop and maintain a reception notebook for the job
- Perform duties as described in a culturally responsive
- Other duties as assigned.
QUALIFICATIONS
To perform this job 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 essential functions.
MINIMUM QUALIFICATIONS
- High school or general education diploma (GED).
- A minimum of two years general office experience and phone
- Experience with Microsoft Office, including a high level of proficiency in Word for Windows, Excel, and Publisher. Knowledge of creating Excel spreadsheets is
- Working knowledge of the Internet and e-mail.
- Accurately type at least 60 words per
- Experience and demonstrable proficiency with word processing and database management systems.
- Experience editing documents, newsletters, correspondence, reports,
- Experience typing business correspondence, reports, and
- Excellent organizational and prioritization skills; ability to efficiently handle multiple
- Ability to communicate effectively, both verbally and in
- Ability to work cooperatively with, and take direction from, staff
- Ability to handle stress
- Sensitivity in relating to survivors of sexual and domestic
- Ability to work with people of different socioeconomic and cultural
- Ability to maintain a positive attitude in a crisis intervention work
- Commitment to the need for client and agency
- Agreement with the SafePlace mission, values, and philosophy
- Subscribe to the theory of
PREFERRED QUALIFICATIONS
- Bilingual/bicultural in Spanish and
EDUCATION and/or EXPERIENCE
High school diploma or General Education Degree (GED) required, and a minimum of two years’ general office and clerical experience. Specific knowledge, experience, and abilities acquired must include the following:
- Ability to organize
- Ability to handle detailed work
- Ability to efficiently handle multiple tasks and prioritize
- Ability to work
- Ability to handle stress
SUPERVISORY RESPONSIBILITIES
This position has no direct supervisory responsibilities. The Front Desk Receptionist however, is expected to provide on-the-job training, direction, support, feedback and motivation to volunteers providing reception duties. The Front Desk Receptionist with assistance from the Human Resources, is expected to address any complaints and resolve any problems or issues that emerge.
INTERPERSONAL SKILLS
To perform this job successfully, an individual must possess the following interpersonal skills:
- Brings and maintains a high level of enthusiasm and employee engagement to the organization.
- Ability to respond to crises, set limits, and maintain healthy
- Ability to manage personnel issues and conflicts with confidentiality, fairness, and respect with a diverse Ability to maintain a positive attitude in a fast-paced work
- Open to being part of a collaborative team environment with a diverse
- Engages with supervisor, teammates, staff, volunteers, and clients in a positive
- Embraces the following SafePlace values in all interactions with staff, volunteers, and clients:
- Quality – Employee provides quality programs and services for our clients, helping to maintain the best facilities we can provide, be part of the finest staff we can hire and promote a positive atmosphere for
- Respect – Employee recognizes that the foundation for our relationships with others is respect for individual rights and
- Self-Care – The Employee recognizes the need for self-care as a priority for themselves, clients, and other
- Diversity - Employee values, acknowledges, and integrates diversity into their role at SafePlace. Employee is dedicated to serving the diverse cultures in our community and working to mirror that diversity in our staff and
- Integrity - Employee endeavors to build relationships with clients, community members and each other based on integrity and honesty.
- Confidentiality - Employee will hold client and personnel information in the strictest of confidence creating a culture of openness and
VERBAL and WRITTEN SKILLS
To perform this job successfully, an individual must possess the following verbal and written skills:
- Ability to read and interpret documents such as safety rules and operating and procedures manuals.
- Ability to read and comprehend instructions, reports and
- Ability to effectively present information in one-on-one and small group situations to members of the public, clients, and employees of the
- Bilingual/bicultural in Spanish and English
REASONING ABILITY
To perform this job successfully, an individual must possess the following reasoning abilities:
- Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
MATHEMATICAL SKILLS
To perform this job successfully, an individual must possess the following mathematical skills:
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and
COMPUTER SKILLS
To perform this job successfully, an individual must possess the following computer skills:
- Knowledge of creating Excel spreadsheets is essential. Working knowledge of Internet and e-mail. Ability to type 60 words per
CERTIFICATES, LICENSES, REGISTRATIONS
- SafePlace initial member training certification (may be earned once hired).
- Valid driver’s license and current automobile liability
TRAINING REQUIRED
The employee is required to complete the core requirements of the initial SafePlace Training and participate in on-going job-related trainings each year.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
