Receptionist (Suffolk): Full-time

The Receptionist ensures a positive first impression to all visitors, answers the telephone, grants visitors access to the building, and performs administrative tasks for the agency.

RESPONSIBILITIES

Administrative:

• Clearly answer and disperse all incoming calls and take written messages when needed.
• Maintain security of agency entrance door by buzzing people in.
• Greet and properly direct all agency visitors.
• Prepare and maintain staff, intern, and visitor sign-in logs.
• Maintain a log and distribute visitor and vendor badges for the building.
• Assist Development Department in issuing and distributing donation receipts for in-kind items; maintain in-kind donation log; instruct volunteers on entering item donations; store items in donation room.
• Keep a log (donor name / date / amount / check #) of all checks and cash received at front door via walk-ins or via U.S. mail.
• Write receipts for all rent/deposit payments, cash, and gift card donations received at the administrative office; make copies of donations and bring monetary gifts to the Finance Department.
• Prepare and distribute incoming and outgoing mail, shipments, and faxes.
• Maintain neat and clean appearance in reception area and staff workroom.
• Manage and maintain agency copiers; call for copier maintenance/repair when needed; train other staff members in the use of copiers. Order supplies for copiers as necessary.
• Assist employees in the preparation, organization and success of Backpack Drive, Thanksgiving Baskets program, Holiday Toy Shop, and other special events as assigned.
• Assist Volunteer Coordinator as on-site liaison for volunteer coordination and supervision
• Place bi-weekly supply orders with Landmark office receptionist to ensure adequate supply of cleaning items, paper products, office supplies, and copier supplies.
• Assist with entering maintenance requests for Birdsong in Facility Dude database; ensure supplies are obtained and procedures are followed in the event of inclement weather.
• Assist with communication to cleaning company.
• Assist with the building’s recycling.
• Assist with maintaining the Community Resource Patio.
• Assists with maintaining Mini Mojo, and the indoor food pantry.

Customer Service:

• Provide service to internal and external customers according to standards as outlined in ForKids Customer CARE Manual.

Financial Management:

• Use agency resources (financial and non-financial) prudently.
• Acknowledge and follow the financial policies of the agency.

Grants Data Management:

• Accurately complete all required data reporting in accordance with established guidelines.

Community Engagement:

• Participate in development and fundraising activities as needed and requested (ex: meeting with donors, attending fundraising events).
• Regularly engage, support and collaborate with volunteers to provide a meaningful experience

Education and Experience: Must have a high school diploma or GED and a minimum of two years office experience.

Essential Functions, Knowledge, Skills and Abilities:

• Knowledge of Microsoft Office programs and the internet.
• Knowledge of the basic principles of customer service.
• Skilled at active listening, time management, speaking to others, critical thinking, problem solving, and reading comprehension.
• Ability to communicate ideas so others will understand.
• Ability to listen to and understand information and ideas spoken and read.
• Ability to enter data accurately and efficiently.
• Ability to lift at least 25 lbs, bend, crouch, sit for long periods, walk daily, and climb ladders and stairs occasionally.
• Ability to see details at close range (within a few feet).
• Ability to combine pieces of information to form conclusions or results.
• Valid driver’s license with no more than three minor moving violations and/or accidents combined within the last 3 years, and no major moving violations in the past three years.