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SalaryJob Description
Receptionist
Reports To: Volunteer & HR Coordinator
Hours of Work: Hourly, Non-Exempt, Part-time, up to 28 hours per week
Approved by: President/CEO
Approved date: February 19, 2008; Revised August 13, 2013; Revised January 23, 2015, Revised January 2017, Revised March 2024.
POSITION SUMMARY: This position acts as the office receptionist answering and appropriately routing phone calls and directing agency visitors to proper staff members. It provides administrative support services to all staff. It also serves as back-up on scheduling building usage and building systems inspections and building and office equipment maintenance or repairs.
EXPECTED RESULTS:
This position should result in:
1. Encourage a positive impression of The League by members of the public who call or visit the agency as demonstrated by no complaints from visitors or callers.
2. Delivers accurate direction of visitors/callers to appropriate League staff 95% of the time.
3. Provides clerical, organizational and project-related support services for the League’s administrative and leadership team.
4. Ensure the front desk, work room, reception area, waiting room and upstairs restrooms are clean and appropriately stocked with supplies and necessary materials.
5. Confirm the facility start of day or end of day tasks are completed depending on schedule.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Service Delivery
- Greet all guests in a polite and professional manner.
- Act as secondary point person for building use and maintenance including coordination.
- Maintains all public spaces to ensure they are representative of The League including assisting with minor maintenance, cleaning & stocking of supplies.
- Ensures the League facility is secure and activates the security alarm system.
Public Relations/Marketing
- Maintain positive relationships with consumers, community members, agencies, government entities, co-workers, and other professionals.
- May assist in community events such as fairs/fundraising etc.
Administrative and Clerical
- Provide clerical support as needed, including, by not limited to, filing, making photocopies, faxes, emails as requested by all staff.
- Distributes League phone calls, messages, and faxes to the appropriate team members.
- Assists in completing survey calls, confirmation calls, & phone screenings as needed.
- Use a computer and Microsoft office suite to extract information & input data.
Financial
- Incumbent is not directly responsible for any League financial activities.
Planning
- Incumbent is not directly responsible for any League planning activities.
Personnel
- Train and assist front desk volunteers.
SUPERVISORY RESPONSIBILITIES: Incumbent does not supervise any paid staff; will assist with front desk volunteers.
QUALIFICATIONS, REQUIREMENTS and DEMANDS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skills, and/or abilities required.
EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); one year work experience in office management or support, or one year of post-secondary training in a business-related curriculum; prefer a qualified person with a disability.
LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and instruction manuals. Ability to write business letters and assist in the development of procedural manuals. Ability to effectively present information and respond to questions from League administrators/managers, consumers, business customers, and the public.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, percentages, and ratios.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to organize complicated and unrelated sets of information in an orderly and meaningful fashion.
INTERPERSONAL SKILLS: Ability to work cooperatively, effectively, and efficiently with volunteers, agency board members, staff members, agency management and the public. Ability to quickly build positive relationships with volunteers, agency board members, staff members, and visitors/callers. Ability to work independently, maintain positive working relationships, and function consistently as a contributing member of the League’s staff team.
PHYSICAL DEMANDS: While performing the essential functions of this job the employee is required to: 1. frequently talk and hear to communicate, 2. frequently use fingers, hands, and arms to manipulate objects and operate computer/office equipment, 3. frequently sit, stand, and walk, 4. occasionally lift and/or move up to 20 pounds and, 5. frequently use close vision skills to read, write and operate office equipment.
EQUIPMENT OPERATION REQUIREMENTS: Ability to independently operate or learn to independently operate League phones and office equipment, such as computers, fax/copy machines, to perform job-related duties and assignments. Have a working knowledge of basic computer applications, and can independently operate, or learn to independently operate the League’s computer network, software programs and e-mail system to perform job related duties and assignments.
TRAVEL REQUIREMENTS: Occasional travel may be required. Ability to travel throughout the center’s service area to attend League events, recruitment and community fairs, or other activities related to the essential functions of the job.
WORK ENVIRONMENT: While performing the duties of this job, the employee typically works in the League’s front office environment. The noise level in this work environment is usually low to moderate.
WORK SCHEDULE DEMANDS: Must be available for work during regularly scheduled work hours. Scheduled work hours may vary according to the needs of the Agency, as determined by League’s President/CEO or the Volunteer & HR Coordinator.
CERTIFICATES, LICENSES, REGISTRATIONS: None Noted.
The League for the Blind and Disabled, Inc. is an affirmative action, equal employment opportunity employer, and is committed to making reasonable accommodations needed by qualified individuals with disabling conditions that enable them to perform the essential functions of the position.
