Receptionist/Front Desk Assistant (Part-time)

Job Summary:

The Receptionist is the welcoming face and voice of the agency, greeting guests cordially, both in person or over the phone. The receptionist provides timely and accurate assistance to guests and manages agency mail. The Receptionist is knowledgeable about agency practices and work processes to provide office management and clerical support to Agency departments. The Receptionist provides administrative support to ensure the smooth operation of the office and coordinates the provision of office and staff services and oversees or participates in the execution of special projects or events. The receptionist also ensures that guests are greeted cheerfully upon arrival and assisted in a timely manner.

Duties and Responsibilities:

• Own Agency reception responsibilities (answering phones and greeting guests), while also providing support to the department leadership including the Executive Assistant and other staff by performing administrative duties.
• Greet visitors cheerfully, determine nature of their business, and announce visitors to appropriate employees/individuals. Escort guests if appropriate.
• Performs varied and/or routine administrative duties for various programs, including scanning, mailing, labeling, filing, collating, etc.
• Schedule meetings and maintain meeting room schedules including coordination of set-ups including set-up of tables, chairs, materials, and refreshments as needed.
• Answer incoming calls, determine the nature of the call, and transfer to the appropriate individual in a courteous and tactful manner.
• Review and distribute main office voice mail.
• Provide basic information about Agency services to visitors and callers (i.e., company address, directions to the agency, company website, etc.)
• Requires all visitors to sign in and wear visitor badges while on AAAPP’s premises.
• Ensures visitors abide by existing rules and report and refuse admission to persons as directed.
• Manages mail for the agency: receive, sort, and distribute mailings and deliveries to appropriate individuals, visiting US Mailbox or Post Office daily to drop off mailings; assist with the preparation of mass mailings; also handles FedEx and special mailings as directed.
• Receive and record daily cash receipts log, provide source documents to Finance checks for purposes.
• Accept daily deliveries and packages and maintain delivery log and documentation.
• Develop and maintain efficient methods to track, re-stock office and breakroom supplies; place supply orders as directed, and record purchases.
• Liaise with Lake and Koger offices as necessary to replenish office and break rooms supplies as necessary.
• Responsible for the upkeep of the employee break room, making, and refreshing coffee, and coffee clean up at end of workday.
• Assists with coordination and set-up of company events, both internal and external. These events include, but are not limited to, company meetings, employee lunches, employee relations events, client-facing events, and Board related events.
• Work independently to resolve scheduling conflicts to ensure phone and front desk coverage, at all times. Inform the manager of any schedule changes.
• Coordinate relief coverage during lunch and breaks.
• Ensure the reception area is open promptly at 8:30 a.m. and attended until the end of the work shift.
• Operates various office equipment (multi-line telephones, copier, office machines, computer, etc.) as directed.
• Requests repairs for office equipment as necessary.
• Ensures that the front desk, copy room, kitchen, and meeting areas are kept in a clean, organized, and presentable manner at all times.
• Secure and protect documents and sensitive information before leaving the reception area (on breaks, end of the workday, etc.)
• Creates and maintains an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the Agency.
• Supports and enhances the Agency culture by maintaining a positive demeanor each day.
• Documents and maintains position job tasks and processes to help ensure position continuity.
• Performs other duties as assigned.

Education:

Minimum education or prior job experience: High School Diploma or General Education Degree (GED); or 2 years of related experience or equivalent combination of education and experience performing administrative work in an office environment.

Skills/Qualifications:

• Professional consumer service attitude.
• Strong verbal and written communication skills.
• Maintains a professional appearance.
• Detail-oriented with a high degree of accuracy.
• Dependable and consistent.
• Proficiency in Microsoft 365 Office Suite.
• Experience with Office equipment (printers, copiers, scanners, postage machine, etc.)

• Excellent organizational skills and knowledge of administrative practices, filing, and other clerical tasks to maintain organized flow and access to information.
• Excellent telephone etiquette.
• Courteous, projecting a positive and helpful attitude to all.
• Able to remain calm in emergency situations.
• Self-directed and able to complete projects with limited supervision.
• Good follow-through skills and ability to resolve issues in a timely manner.
• Highly organized.
• Ability to plan, organize, and prioritize tasks to accomplish work in compliance with quality standards and deadlines.
• Ability to multi-task effectively and efficiently at the same time prioritizing changing deadlines.
• Analytical thinker with decision-making skills.
• Ability to seek out new methods and principles and be willing to incorporate them into existing practices.
• Work independently and as part of a team.
• Maintain confidentiality at all times.

Special Requirements:

• Ability to move freely (standing, sitting, stooping, walking, bending, pushing, and pulling)
• Lift up to a maximum of twenty-five (25) pounds.
• Must pass Pre-Employment Drug Test.

Special Requirements: Must pass DOEA Level II criminal background screening; must sign Medicaid Attestation Payroll Form per Department of Elder Affairs/AAAPP requirements. Must sign SMMCLTC Program – Prohibited Activities.

Equal Opportunity Employer:

At AAAPP, we take pride in providing equal employment opportunities to everyone regardless of their race, ethnicity, beliefs, religion, marital status, gender, gender identity, citizenship status, age, veteran status, or disability.

Accordingly, the purpose of this policy is to reinforce our commitment to the creation and maintenance of a diverse workplace where equality, respect, and consideration for one another are the norm.

• 401(k)
• 401(k) matching
• Paid time off

• Monday to Friday from 8:30 am to 1:30 pm