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SalaryPosition Title
Receptionist (5180)
Revision Date
Jan 2021
Division/Department
CSBG / LiHEAP
Location
Jefferson / Jackson County
Position Overview
The Receptionist is the first point of contact for the Agency and ensures that all calls and visitors are handled in a professional, courteous manner. He/She answers all incoming telephone calls in a professional manner and routes calls or relays messages accordingly. The Receptionist assists with a variety of administrative tasks including copying and faxing; sorting and distributing mail; organizing conference and meeting room reservations; and scheduling appointments.
The Receptionist handles the responsibilities of the Food Pantry by obtaining the necessary documents from clients, determining eligibility, and distributing food. The Receptionist keeps the front desk, lobby, and food pantry tidy and presentable with all necessary material and supplies that are needed.
Education
High School diploma or equivalent required.
Experience
Previous experience as a receptionist preferred. Experience using a multi-line phone system preferred.
Reports To
Site Supervisor
Physical Demands
Work involves sitting with frequent requirements to move about the office and the facility. Work involves using repetitive motions of the wrists, hands and/or fingers while operating standard office equipment. Must be able to perceive the nature of sound at normal speaking levels with or without correction. Must be able to be active for extended periods without experiencing undue fatigue.
Mental Demands
Must demonstrate good communication and speaking skills to receive and give information in person and by telephone. Must demonstrate strong written and verbal communication skills. Must have the ability to work under pressure and meet deadlines.
Attention to detail and the ability to multi-task in complex situations is required.
Special Demands
Must possess superior customer service skills and professional etiquette. Must possess proficient knowledge and ability to use a computer (must be keyboard proficient) and other office technology (i.e. telephone, fax, etc.). Must have intermediate knowledge and skill in using MS Office. Must understand the fundamentals of automated data processing, and be able to quickly gain a detailed understanding of complex computerized and non-computerized information.
Essential Job Responsibilities
- Greets clients and visitors in a positive and helpful manner; provides information when appropriate; and/or refers guest accordingly.
- Answers phones promptly and in a professional manner; routes calls as necessary.
- Schedules appointments using the MSROMA database; maintains appointment log, no show and cancellation lists, and caseworker schedules.
- Notifies caseworkers via email when appointments have arrived.
- Provides general administrative and clerical support as assigned or requested.
- Receives and distributes mail daily; prepares outgoing mail for pickup. Distributes incoming faxes to appropriate staff.
- Monitors copy machine; assists with paper jams, maintaining paper supply, and calling for service if needed.
- Orders copier, printer, and fax supplies.
- Monitors and orders agency letterhead, envelopes, and postage forms.
- Prepares and mails agency birthday cards.
- Monitors and maintains cleanliness in the lobby area and copy room.
- Obtains documentation from clients, determines eligibility, and distributes food from the Food Pantry on a weekly basis.
- Assists with interview scheduling process as requested.
- Contacts the Board of Directors prior to scheduled meetings to confirm attendance.
I have reviewed this job description and I understand all my job duties and responsibilities. I am able to perform the essential functions as outlined. I understand that my job may change on a temporary or regular basis according to the needs of my location or department without it being specifically included in the job description. If I have any questions about job duties not specified on this description that I am asked to perform, I should discuss them with my immediate supervisor or a member of the Human Resources staff.
I have discussed any questions I may have had about this job description prior to signing this form.
Are you able to perform all duties stated in this job description? Yes No
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