Receptionist (Caritas)

The Receptionist greets, assists, and provides direction and information to clients, visitors, and other guests of the organization when responding to incoming calls and in person visits in a welcoming and respectful manner that the reflects the values of Catholic Charities. The Receptionist provides supportive services which systematically support the accomplishment of program deliverables. The Receptionist connects clients to agency and external resources through internal and external referral systems. The Receptionist (Bilingual) position provides administrative, data support, and facilities support in order to help programs function and meet the needs of the clients we serve.

Essential Functions

• Serve as a first point of contact at Catholic Charities to welcome and greet clients, visitors, and guests, determine the purpose of each person’s visit, and assist in achieving the purpose of the visit.
• Set a calm and welcoming tone for the reception lobby.
• Efficiently, warmly, and kindly answer, screen, and forward phone calls to staff; record clear messages and promptly deliver messages.
• Respond to online and phone messages requesting assistance; understand Catholic Charities’ programs and services and be knowledgeable about community resources; make referrals to appropriate program staff and partner agencies.
• Receive and process mail as assigned.
• Provide administrative support as assigned including invoicing, distribution of supplies, outreach to clients for reminders and verifications assigned, acceptance of deliveries, and data entry.
• Maintain a clean reception area, free of clutter; organize displays, printed materials, and children’s books and toys.
• Practice excellent organizational skills, maintain thorough and accurate records as assigned.
• Follow all agency policies and procedures related to program activities and support best practice standards.
• Identify opportunities to improve processes in order to deliver the highest quality experience possible for visitors and program participants and follow through with these improvements as assigned.
• Participate in professional development opportunities and in-service training.
• Support the Mission, Vision, and values of Catholic Charities in the performance of all essential job duties and functions.

Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Other Responsibilities

• Work with the Diocese of Santa Rosa and local parishes as appropriate and requested.
• Perform other related duties as assigned.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

• A commitment to the agency’s mission, vision, and values.
• A commitment to excellence in everything we do.
• A commitment to performance and quality improvement.
• A commitment to outcomes and measured results.
• A commitment to innovation and to what is possible.

Education, Experience, and Skills Required

• High school diploma or High School Equivalency (HSE), one to two years successful experience in a reception or public service capacity, or equivalent experience required; associate or bachelor’s degree preferred.
• Organized and solution-oriented with the ability to coordinate many tasks in a fast-paced environment.
• Computer literacy required including experience with Microsoft 365 Suite.
• Excellent, clear written and verbal communication skills with an attention to detail and accuracy; organization, conflict resolution and problem-solving skills.
• Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers of all ages and socio-economic backgrounds. Ability to work closely with clients and other employees to ensure a positive and constructive environment within the program or department and throughout the Agency.
• Passion and enthusiasm for the mission of Catholic Charities and its clients.
• Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.
• Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.
• Bilingual (English/Spanish) preferred, but not required.

Job Analysis/Job Description Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.

Equal opportunity employer

Catholic Charities of the Diocese of Santa Rosa is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.

CCDSR participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration.