RECEPTIONIST

Job Details

Job Title:                 Receptionist I

Department:             Administration

Reports to:               Intake and Placement Manager

FLSA Status:             Non-Exempt

EEO Code:               5

W/C Code:               8832

Grade:                    53

G eneral Description

Under the supervision of the Intake and Placement Manager, the Receptionist I serve as part of the reception and administrative team and is responsible to provide reception services including phone calls, visitor procedures, mail operations, and other general office functions. The Receptionist I will provide general reception services at an assigned location and assisting with back up coverage for reception for all sites supporting and environment of trauma informed care and that reflect CCFCS values.

 

E ssential Duties and Responsibilities

• Provides high quality reception services including handling incoming and outgoing calls, welcoming and directing visitors, facilitating mail processing and other general office coordination functions.
• Provides friendly and helpful assistance to all staff, callers, and visitors.
• Coordinates with reception team to ensure all calls are answered live, during business hours.
• Monitors after hours voice mail inbox and ensure all callers receive a response and follow-up
• Maintains a customer service mindset and triages caller and visitor needs to ensure all transfers to other staff and programs are timely and responsive.
• Demonstrates professionalism and compassion to all callers and visitors understating the sensitive nature and crisis needs many people seeking services are facing
• Maintains a working knowledge of available resources & agencies in the community that can support a variety of client needs.
• In coordination with facilities staff, ensures safe, clean, and organized and welcoming reception area for all visitors
• In coordination with security staff, coordinates sign in and security procedures with consideration of maintaining a trauma informed environment
• Maintains a calm, client centered, low-stress environment utilizing de-escalation techniques as needed
• Coordinates with administrative and program leadership to ensure reception staff have updated staff and program directories
• Maintains a working knowledge of available programs and resources within CCFCS and the community that can support a variety of client needs.
• Provides relevant documentation in the event of an incident or other notable event
• Coordinates general office management duties including monitoring supplies, supply of marketing or informational material, maintenance work orders, and various coordination with other office sites
• Responsible to work with mail courier and ensure mail handling operations are followed

 

 

• Participates in relevant agency meetings and/or trainings.
• Actively pursues development of professional competencies related to job role performance through reading, supervision, in-service training and attendance at conferences and workshops.
• Supports and fosters the Agency's Mission, Vision, Values and Strategic Plan

Qualifications

Education:                   High School Diploma or GED required

Experience:                  1 year of experience of reception, customer service or office management role

 

Bilingual (Spanish/English) preferred for all sites. Some offices sites may require bilingual status

 

Additional Requirements:

• • Ability to handle client and visitor inquiries calmly and maintain a welcoming environment
  • Ability to use Microsoft Office applications including Outlook, Word, Excel.
  • An ability to work efficiently and effectively and meet deadlines,
  • An ability to work under pressure,
  • Good communication skills,
  • Ability to maintain confidentiality,
  • Ability to demonstrate behaviors and attitudes which support agency mission, philosophy, and policies.
  • Willingness and ability to foster agency and program wide cooperation and teamwork through use of positive/constructive communication techniques,
  • Possession of a valid NYS Driver’s license and use of a registered and reliable vehicle.

 

 

Physical Demands/Work Environment: The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, ability to reach above or below shoulders, use hands to type and/or perform light lifting and occasional stair-climbing. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus and continuous hand/eye coordination. The noise level in the work environment is usually quiet.

 

Compliance: Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing, and documentation standards. All duties must be performed in accordance with CCFCS’s corporate compliance & ethics program.