Receptionist - Gary Leif Navigation Center

JOB SUMMARY

Serve as receptionist receiving and referring the public both in person and by telephone to appropriate departments and services. The receptionist is the initial point of contact for clients and the public, working independently and collaboratively to provide exceptional service to our internal and external customers.

ESSENTIAL FUNCTIONS OF THE POSITION

The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.

•  Serve as the primary point of entry for the public (in person and by telephone); greet, welcome, and direct the public appropriately; notify staff of visitor/client arrivals; schedule appointments.
• Provide exceptional and measurable customer service to internal and external customers with timely and accurate responses to their inquiries and concerns.  Exercise tact, courtesy, and diplomacy when interacting with clients, contractors, vendors and others with whom we may. Respond to all inquiries for information respectfully without regard to the inquirer’s position, status, or demographic and in a manner that conveys understanding, acceptance and support for UCAN’s programs and objectives.
• Gather, maintain, and update internal/external community resource lists; cultivate relationships to ensure accuracy of intake processes; refer clients to the most appropriate programs to meet their needs.
• Maintain reception area, including public information tables and bulletin boards assuring steady supply of current information. Post news articles highlighting UCAN staff/programs to bulletin board or disseminate by email. Keep office voicemail updated. Maintain list of employees, extensions, and voice mailboxes for distribution to staff. Serve as contact person for janitorial service. Track housekeeping supplies and order on a timely basis.
• Operate basic office equipment; copy, assemble and distribute materials. Schedule copier maintenance and repair, and order paper when needed. Maintain fax machine and supplies.
• Pick-up incoming mail and distribute to program mailboxes; prepare outgoing mail; complete bulk mailings. Maintain records of postage machine/usage by individual programs; assure machine has a constant supply of postage.
• Provide clerical support to program staff. Type a variety of routine material from rough draft; complete forms and form letters. Prepare program publications, newsletters and reports. Prepare staff meeting agenda and meeting minutes. Order office supplies. Maintain program files and records.
• Participate in maintenance of program inventory records.  Receive information when supplies and equipment is received, enter information into automated system.  Maintain records to assure current inventory information.
• Collect and record payments and donations; write receipt and record to program records; balance receipts as assigned.
• Communicate in a professional, respectful and courteous manner with all employees, clients, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas designed to meet or exceed the organization’s strategic goals.
• Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.

KNOWLEDGE, SKILLS & ABILITIES

Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

• Reasonable knowledge of general office practices and procedures; reasonable knowledge of systematic filing and retrieval processes or systems; reasonable knowledge of word processing; reasonable knowledge of English composition, spelling, grammar and arithmetic; basic knowledge of general recordkeeping and bookkeeping processes.
• Skill in typing rapidly and accurately; use of office equipment which includes automated equipment and other copying equipment; organizational skills; Microsoft Office Suite.
• Ability to communicate effectively in both oral and written forms; maintain confidentiality; estimate and manage time efficiently; plan moderately complex statements and reports; establish and maintain records, reports and statistical data; work within a team environment; interpret policy and procedures to employees and the public; make decisions independently in accordance with established policies and use initiative and judgment in carrying out tasks and responsibility; remain calm and use good judgment during confrontational or high pressure situations; courteously meet and deal effectively with other employees and the public. Must follow all safety rules and practices, and perform work in a safe manner.