Receptionist/Administrative Assistant
3 weeks ago
POSITION SUMMARY:
The Receptionist/Administrative Assistant will be responsible for providing prompt, courteous service to clients, customers, visitors, and public while on the telephone or in person regarding all services offered by DCP. Will operate a multi-line telephone system. As time permits, may provide Administrative or Financial assistance using programs such as data entry, small projects, email, Word, and Excel.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Greets customers, visitors, clients promptly in a friendly, courteous manner and directs them to the appropriate services/programs/resources daily.
- Retrieves messages from voicemail, email, fax machine and forwards to the appropriate personnel as often as necessary daily.
- Answers incoming calls, determines the purpose of the call and forwards to the appropriate person or voicemail daily.
- Reports any complaints, compliments, or safety concerns to appropriate Department Director.
- Announces all external persons to the appropriate staff personnel and ensures that the 'visitor' do not go to any office space without the knowledge of the receptionist whenever visitors enter the building.
- Ensures all visitors follow current agency protocols regarding being inside buildings including but not limited to signing in on their arrival and signing out at their departure.
- Has a good up to date knowledge of all services offered by DCP. Conducts phone calls and in person interactions in accordance with the Whole Family Approach; document details shared by community member and communicate them with appropriate DCP departments.
- Mail machine: Collates and distributes incoming mail. Stamp and deliver outgoing mail. Ensures the postage meter is up to date with postage available and operating properly. Delivers mail each evening to the Post Office.
- Have knowledge of and be able to assist staff in the use of the main copier located behind the reception area if needed.
- Make sure the copier is full of paper, ink, office supplies are ordered when low and contact the copier company when necessary for repairs.
- Provide administrative support with duties such as filing, typing, copying, scanning, mailing, set up meetings, scheduling appointments, etc.
- Order supplies used by all staff in the building.
- Receives BRO 1 & BRO 2 deliveries of supplies and deliveries; notifies recipients of deliveries.
- As time permits, may complete applications for recipients for the Christmas and Backpack programs.
- Copies and mails the monthly board report for Executive Director.
- Handles closing or locking the building 2 front door daily.
- Keeps track of keys for a variety of areas.
- Keeps the entry and lobby clean.
- Ensure the lobby brochures are available and current.
As time permits, may assist other departments with other clerical duties or special projects as needed.
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