Receptionist

POSITION TITLE: Receptionist

DEPARTMENT: Community Education & Engagement

REPORTS TO: Director of Community Education & Engagement

SUPERVISES: N/A

POSITION TYPE: Full-time, nonexempt

SCHEDULE: Up to 40 hours/week, based on funding

This position is open until filled, with a priority deadline of 8:00 a.m. on Monday, January 29.

STARTING SALARY: $23.38/hour

BENEFITS:

• Medical/Vision Dental Insurance: The following individuals qualify for BMAC's group insurance plans:
  • Regular, full-time employees working 30-40 hours per week receive full benefits
  • Regular, part-time employees working 20-29 hours per week receive prorated benefits based on the number of hours worked
  • Qualifying dependents: Spouse/legal domestic partner and any dependent children 26 years or younger
• Life Insurance
• Short/Long-Term Disability
• Employee Assistance Program
• 401(k) Retirement Plan: Eligibility begins in the first month after hire date. Vesting rules apply.
• Paid Time Off (PTO): Employees begin accruing PTO the first day of employment as detailed below
  • Employees with 0-5 Years of Service = accrue 0.075 hours per hour worked
  • Employees with 5+ Years of Service = accrue 0.0875 hours per hour worked
  • Employees with 10+ Years of Service = accrue 0.10 hours per hour worked
• Volunteer Time Off (VTO): Available in the following amounts per calendar year:
  • Employees schedule to work 35-40 hours = 16 VTO hours
  • Employees schedule to work 25-34 hours = 12 VTO hours
  • Employees schedule to work 20-24 hours = 8 VTO hours
• Holidays: 12 paid holidays
• Other Paid Leave
  • Voting Leave – as needed upon request
  • Bereavement Leave – up to 4 days to eligible employees
  • Jury Duty Leave – up to 4 weeks over any 1-year period
• Workers Compensation: Comprehensive insurance provided

JOB SUMMARY: The receptionist provides support to administrative and program staff in a multi-program community services agency. The duties are performed in a busy main office where the receptionist greets clients and other visitors; answers an eight-line telephone system; operates copiers, fax machine, postage machine, and computer; accepts and initially records payments and donations; unlocks and locks main office doors; regular clerical duties and other intermittent and seasonal duties. This position is the first point of contact for all callers and visitors; it requires friendliness and tact. Knowledge of all of the agency’s programs will be necessary to initially determine clients’ and others’ needs and to then guide them to the proper staff and/or programs.

OVERVIEW OF RESPONSIBILITIES:Includes, but is not limited to:

1. Receptionist duties
   1. Answer multiple-line telephone system for the office.
   2. Screen incoming calls for connection with the appropriate person/program.
   3. Screen “walk-in” clients and refer to the appropriate staff/program, take a message, or make referral to other agencies/organizations.
   4. Track all calls and client walk-ins by program, record in database.
   5. Receive and record incoming faxes; deliver to recipient; assist staff with faxes as needed.
   6. Notify staff of faxes and packages that have arrived.
   7. Keep reception and lobby areas neat, orderly and clean during working hours (providing coloring materials, children’s books, removing expired flyers, picking up loose papers).
   8. Forward Info@BMAC to designated staff.
   9. Book conference rooms for staff as requested.
   10. Post daily room reservation scheduled on all meeting rooms each morning.
   11. Putting away supplies and copy paper.
2. Information sharing/retention
   1. Keep bulletin board updated.
   2. Keep the lobby information centers (rack cards) stocked and neat.
   3. Update phone messages and post notices of hour changes on front doors.
3. Mail
   1. Date-stamp and distribute all incoming mail.
   2. Post all checks.
4. Clerical duties
   1. Assist staff with data processing, including tracking CSFP, providing applications compiling and distributing food resource packets, etc.
   2. Assist staff with translating information into Spanish.
   3. Data entry as required.
   4. Tracking calls and client walk-ins or other information for programs as requested.
   5. Record in receipts ledger and database all incoming checks and cash, and deposit in safe for Fiscal Department pick-up.
   6. Date-stamp all job applications, place in HR's mailbox, and email HR.
   7. Manage the Staples order.
   8. Track food/gas cards.
   9. Schedule appointments for staff as requested.
   10. Prepare checks for mailing.
   11. Distribute timesheets for employment program and Memorandums for HEN.
   12. Completing registration forms for Energy Department during LIHEAP.
   13. Taking attendance at fire drills.
   14. Other administrative support as requested.
5. Attendance expectations:
   1. Demonstrate regular and reliable physical attendance, requesting any scheduled leave in advance and any unscheduled leave with the supervisor as soon as reasonably possible.
   2. Attend all scheduled staff meetings as required.
   3. Attend training sessions as required by the funding source or the agency.
6. Performs other related duties as assigned

QUALIFICATIONS:

Education & Experience

Relevant experience and/or education may be substituted for either education or work history.

• High school diploma or GED
• Two (2) years of experience in office management, human resources, or business administration.
• Bilingual (English/Spanish), required

Knowledge, Skills & Abilities

• Ability to provide excellent, culturally-competent customer service and work well with staff, board of directors, and the community at large.
• Ability to learn basics about all BMAC programs to properly refer callers and walk-in clients.
• Excellent oral, written and comprehension skills in English and Spanish languages.
• Proficiency working with computer applications, including spreadsheets, word processing, database management, and web-based applications. Experience with Microsoft Office, Teams, SharePoint, or other information systems preferred.
• Strong organizational skills, with a demonstrated ability to prioritize, pay attention to details, manage and complete multiple projects.
• Ability to write legibly.
• Ability and willingness to learn new skills.
• Ability to work in an open office setting and multitask with frequent interruptions.
• Positively and actively contribute to BMAC’s core values of diversity, equity and inclusion; dignity; accountability; and spirit of service.
• Ability to maintain confidentiality and cultivate trust with large, diverse workforce.
• Ability to exercise good judgement in evaluating situations and making decisions.
• Strong analytical, initiative and collaboration skills with the proven ability to work in a self- directed manner, under pressure and tight deadlines.
• Demonstrated ability to foster and maintain positive professional working relationships.

WORK ENVIRONMENT: Work to take place in an office environment, primarily (but not limited to) the receptionist office’s desk. May require some infrequent local travel.

PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals to perform essential functions.

Prolonged sedentary periods at desk and working on a computer. Occasional moving up to 20 lbs.

NOTE: This is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of BMAC are expected to perform tasks as assigned by supervisory/ management personnel, regardless of job title or routine job duties.