Receptionist
Receptionist
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Salary Not Disclosed
1 Vacancy
Job Description
POSITION TITLE: RECEPTIONIST/OFFICE ASSISTANT
REPORTS TO: Chief Operating Officer
SUPERVISES: N/A
SCHEDULE: In office from 8:45am-4:45pm Monday through Friday which includes a one hour paid lunch break
POSITION SUMMARY:
Create a welcoming clean organized and confidential environment for guests and staff. Responsible for front desk hospitality; main phone line; mailroom; supplies ordering; coordinating facility maintenance; and donations tracking and acknowledgements. Support board development operations and administrative functions.
RESPONSIBILITIES:
RECEPTIONIST
- Welcome visitors to our building direct them to appropriate staff hand out materials and ensure a positive and professional experience at the front desk.
- Manage a multi-line phone system answer calls promptly and correctly forward calls and voicemails and set voice mail greetings.
- Maintain office safety and security by opening and closing the office each day and by controlling entry into the office areas.
- Maintain working knowledge of agency programs in order to provide the necessary information for phone and in person inquiries.
- Handle incoming/outgoing mail; accept package deliveries log payments.
- Monitor and restock marketing materials maintain appropriate signage and artwork in public spaces.
- Train schedule and organize staff and volunteers to ensure front desk coverage at all times including days off.
FACILITIES MANAGEMENT/HOSPITALITY
- Maintain a clean comfortable and attractive environment in office common spaces.
- Stock organize and order supplies for office bathroom cleaning and kitchen.
- Maintain office equipment including postage machine copiers and fax machine.
- Oversee scheduled maintenance and cleaning services including office cleaning parking lot maintenance recycling and garbage and HVAC maintenance.
- Maintain list of repair and maintenance needs. Manage service calls for office equipment and building maintenance.
- Coordinate use of conference rooms including scheduling room setup and food orders for staff board and other groups. Set up tech equipment for hybrid meetings.
- Set up offices for new staff: manage equipment and furniture name plates and signage.
- Serve as primary contact for external partners using shared office or clinic space.
DONOR SUPPORT
- Accept unpack inventory and acknowledge in-kind donations.
- Process check and online cash donations: enter contributions into donor database.
- Keep donor database current with correct donor and address information.
- Prepare acknowledgement letters for all donors.
- Coordinate and prepare donor solicitation mailings.
BOARD SUPPORT
- Provide logistical support to Chief Executive Officer for board and committee meetings e.g. scheduling handouts refreshments room setup virtual links etc.
- Collect mail distribute and file board correspondence meeting communications and board and committee minutes. Maintain accurate files of all meeting materials.
- Maintain accurate board contact list and list of board terms attendance and committee membership. Track board volunteer hours and commitments.
OPERATIONAL SUPPORT
- Maintain a high level of confidentiality of client agency and staff information.
- Act as an ambassador for Caracole in interactions with community members.
- Develop and revise documentation systems as needed to promote efficiency.
- Identify and pursue educational opportunities to promote professional growth.
- Complete other duties as assigned.
QUALIFICATIONS:
Minimum of two years experience of office support duties; proficiency in MS Office applications including Word Excel and Outlook; ability to work independently excellent attention to detail; exceptional customer service skills. Proven ability to work harmoniously with ethnically culturally and racially diverse groups of individuals.
REQUIRED SKILLS:
- Advanced computer and keyboarding skills including proficiency with Microsoft Office: Outlook Word Excel; virtual meeting platforms and online purchasing.
- Read write speak and understand English with good verbal and written communication.
- Ability to accurately communicate information and ideas so others will understand.
- Ability to maintain confidentiality in verbal print and electronic communications.
- Planning accuracy and attention to detail.
- Bilingual (Sp/En) preferred.
PHYSICAL REQUIREMENTS:
This position requires regular on time attendance with minimal schedule flexibility generally in office 8:45am-4:45pm M-F with one hour paid lunch break. The employee must be able to remain in a stationary position for multiple hours. Must operate a computer telephone printer and postage machine. The employee must be able to move throughout the building including use of stairs; must be able to lift or move up to 25 pounds. Employee must have reliable transportation to work.
SALARY:
This position is full time hourly (non-exempt). The pay for this position is $22.36 per hour (approx. $46500 annually).
BENEFITS INCLUDE:
- Competitive pay; annual increases on-demand pay advances.
- Medical health insurance dental and vision.
- At no cost to the employee: short-term disability insurance long-term disability insurance life insurance and employee assistance program.
- 401k retirement plan with a company match.
- Paid paternity leave.
- Generous paid time off includes 11 paid holidays up to 5 weeks of sick and vacation time off in your first year and one community service day.
- Nonprofit student loan forgiveness program.
- Annual training allowance for all staff to continue their education
- Social work license supervision towards independent licensure and continuing education credits.
- Opportunities for internship or practicum supervision
- Mission-focused local service agency with a focus on high-quality services and high-quality employment.
- A friendly progressive recovery-friendly and inclusive environment that values people.
Caracole is an equal opportunity employer. We are proactively seeking a diverse applicant pool. Reflective of our strategic and client needs we welcome applications from individuals who live with HIV or are at risk for HIV.
Employment Type
Full-Time
