Front Desk Receptionist

Front Desk Receptionist

EXEMPT: No DEPARTMENT: Management

LOCATION: Office REPORTS TO: HCV Program Manager

SUMMARY: Under the supervision of the HCV Program Manager answers the main switchboard, directs calls, and greets the public. Provides exceptional customer service to the public. Sorts and distributes incoming mail, documents, and faxes in a timely manner each day. Provides general clerical support including data entry, handling of daily incoming and outgoing mail, and completion of daily logs and forms. This is considered a non-exempt position as defined by the Fair Labor Standards Act (FLSA).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Responsible for opening (unlocking) and closing (locking) the Front Lobby door daily at 7:30 am and 4:00 pm.

Greets the public, applicants, residents, landlords, etc. in a friendly, courteous, and professional manner. Directs visitors, applicants, and residents to the appropriate offices and case managers. Answers general questions.

Answers the main phone line, screens and forwards calls to appropriate personnel or voice mailboxes, returns voicemails left on the main line, forwards messages as appropriate.

Assists with daily logging of all incoming documentation received into our computer software.

Keep the Landlord Listing up to date with units available for rent for all MVPHA tenants.

Maintains basic knowledge of Housing Authority policies, and HUD/federal regulations regarding various housing programs.

Sorts and distributes incoming mail, documents, and faxes in a timely manner each day. Ensures postage is added to outgoing mail by all MVPHA staff.

Contacts Accounting staff for all money transactions received from the tenants and landlords.

Maintains and orders supplies for the copiers throughout the MVPHA office and postage meter in the Front Office. Ensures that the lobby and the Main copy machines have paper in the paper trays every day.

Keeps a structured organization of the Front Lobby operations by maintaining an effective filing system, replenishes forms as needed and keeps a clean and functional workstation.

Maintains confidentiality of records.

Complies with internal security and safety practices established by the Housing Authority.

Establishes and maintains a professional working relationship with colleagues, clients, and visitors.

Performs other related duties as assigned or directed.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Behavioral Competencies:

This position requires incumbents to exhibit the following behavioral skills:

Commitment

: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service

: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers. Able to deescalate situations and prevent customer dissatisfaction, complaints, and irritable aggression.

Effective Communication

: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.

Responsiveness and Accountability

: Demonstrates a high level of conscientiousness; holds neself personally responsible for ones own work; does fair share of work.

EDUCATION and/or EXPERIENCE:

High school diploma/GED required. Two (2) years related experience required, or any equivalent combination of education and experience, which provides the knowledge, skills, and abilities necessary for the job. University/College Degree is an asset.

Computer literacy, including knowledge and use of personal computers and application software required. Proficient computer skills in Microsoft Word and Excel required.

Hands on experience with office equipment (for example fax, printers, copiers, etc.) Must be able to multi-task as the work environment is fast paced with a heavy incoming of phone calls, mail, in person appointments, and client documents.

LANGUAGE SKILLS:

Bilingual (English/Spanish) required. Good reading, writing, and grammar skills. Ability to communicate proficiently in English and Spanish. Excellent interpersonal relations and communicative skills. Ability to read, analyze, and interpr