Receptionist

Receptionist

Dunkirk, NY (

Description

Position Data:

Title: Receptionist

Grade: 2 Non-Exempt

Reports to: Building Manager

Basic Function or Position Summary:

Operates a multi-line telephone system to handle incoming calls, identify the purpose of

the call, and route callers to the correct staff members. Welcoming customers with a

friendly demeanor, guiding them, accordingly, addressing inquiries, and creating a

pleasant atmosphere. Undertaking general office tasks and carrying out assigned clerical

duties.

Pay Rate is 15.76 per hour

+ Security Clearance: L4V

Requirements

Position Responsibilities and Specific Duties:

+ Greet customers and visitors with a positive, helpful attitude

+ Upholds workplace security by maintaining visitor logs.

+ Determines nature of business, and connects visitors to appropriate personnel

+ Answers phones in a professional manner, routing calls as necessary

+ Ensures messages are accurate and passed to appropriate staff members in a timely manner

+ Answers basic questions about organization and provides callers with needed information

+ Manages customer flow through Central Intake and into program by ensuring all customers are scheduled and routed through intake

+ Manages conference room availability

+ Takes inventory of resource supplies and brochures; restock as needed

+ Support translation for Spanish-speaking customers using bilingual staff or Google translate

+ Ready out-going mail for pick-up

+ Receive deliveries, sort, and distribute incoming mail

+ Maintains cleanliness of reception and common areas at all times following reception checklist

+ Operates standard office equipment on a regular basis including fax machine, copy machine, scanner, computer and postage meter

+ Copy or scan documents as requested by customers

+ Utilizes basic computer and word processing skills to prepare documents and reports, including copy counts, postage meter and receipts

+ Promotes safety and security by maintaining customer and staff sign in and out sheets

+ Reads and understands evacuation procedures and the duties of the receptionist

+ Attends monthly Navigation and Front Desk meetings

+ Promotes agency mission.

+ Maintains confidentiality and complies with the code of ethics.

+ Maintains consistent professional customer service.

+ Job performance incorporates integrated service delivery model while promoting self-sufficiency.

+ Other duties as designated by supervisor.

Key Working Relationships:

A. Internal: All COI Staff

B. External: Customers

Supervisory Scope:

A. Number of staff supervised: NA

B. Titles supervised: NA

Organizational Responsibilities:

+ Adheres to all policies and procedures

+ Gathers appropriate documentation and tracks outcomes

+ Participates in organizational committee structures as appropriate

+ Participates in organizational and divisional management systems

Knowledge, Skills Required:

+ High School Diploma or GED and 2 years of experience in customer service required, Associate degree preferred

+ Bilingual preferred

+ Strong interpersonal, communication and customer relations skills

+ Organized and resourceful

+ Familiarity with multiline telephone systems, scanners, copiers, printers, and fax machine.

+ Proficient in Microsoft Office, Google Drive, Google Docs and strong typing skills

+ Multi-tasking ability required

Physical

Ability to lift up to and including 10-25 pounds of physical effort

Special Requirements, if any:

+ Must be able to provide consistent even tempered customer service at all times

+ Valid Drivers license

+ Reliable transportation

+ Works compassionately with a diverse population

+ Experience navigating community programs