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Receptionist

3 months ago

Phoenix, United States FSL Programs Full time $15 - $17
Job DescriptionJob Description

Position Summary

The receptionist position reports to Center Director or supervisor as assigned. The receptionist primary responsibilities include greeting callers and visitors with a warm mission driven welcoming approach as well as completing administrative duties critical to the Center’s operational needs.

This position does not have direct reports.

Essential Functions:

% of Time

Customer Services

  • Uses courtesy, compassion and empathy when talking to individuals over the phone or when greeting individuals who may come to the Center seeking information
    • Interacts with participants in a positive, friendly, and helpful manner
    • Servesas an information resource for people calling the Center
  • Responsive and helpful directing people to the appropriate staff
  • Monitors participant’s arrival/departure from Center to help ensure they safely enter and exit the Center
    • Monitors lobby and may be asked to provide supervision of participants to help ensure that no participants wander from the program

40%

Administrative Deliverables

  • Records messages accurately ensuring that all messages are directed to the appropriate staff members as soon as possible
  • Displays the ability to effectively use the computer and the host of applications required to complete daily work
  • Demonstrates the ability to scan and make photocopies, as well as operating the fax machine
  • Types all reports, papers, letters, and memos with professionalism and accuracy using computer applications
  • Prepares all necessary forms as requested
    • This may include transportation forms, petty cash logs, and outcome measurement tools
  • Takes initiative and judgment involved in accomplishing a variety of related clerical duties

30%

Data Entry and Reporting Requirements

  • Oversees daily sign in process; tabulates sheets and communicates with (FSL) Accounting Department
  • Maintains daily sign in sheets of all participants in attendance
    • Alerts staff to participant absences; records communication in communication log
    • Calculates daily sign in sheets and send sheets to FSL Accounting department
    • Compares edit lists with sign-in sheet to find possible errors; corrects any errors on adjustment form and faxes to Accounting
  • Assists Center with the gathering and organization of Outcome Measurement Data
    • Prepares monthly administrative reports for Center Director

25%

Miscellaneous

  • Responsible for miscellaneous functions that constitute a well-organized office
    • Keeps office area neat and clean
  • May assist with meals according to CACFP guidelines
  • Other duties as assigned

5%

Requirements

Education & Experience, Knowledge/Understanding

  • High school graduate or equivalent
  • Minimum one year work experience typing, working with computers, or performing office duties
  • Ability to perform basic mathematical functions: adding, subtracting, division, and multiplication
  • Must have, or be able to obtain, a Level One Fingerprint Clearance Card through the Department of Public Safety background check/fingerprint clearance process

Skills

  • Strong verbal, written, reading, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population.
  • Strong interpersonal skills and demeanor with the ability to build rapport and garner trust with others.
  • Proficient in the use of a PC; in a Windows environment; in the use of the Internet; and in the use of MS Office Applications such as Outlook, Team, and Word.

Abilities

  • Ability to maintains member confidentiality, privacy and dignity at all times
  • Ability to work both independently and collaborative as part of a team
  • Ability to demonstrate teamwork, professional communication, dependability, and flexibility
  • Ability to maintain professional behavior in high pressure situations
  • Ability to solve problems by applying analytical skills to include:
    • collecting and reporting information
    • Identifying trends and exceptions
    • investigating to define problems more accurately
    • sorting information in order of importance
    • identifying relationships and linkages between components
    • identifying variable potential causes and effects
    • soliciting guidance to define criteria and assign values of importance and urgency
    • escalating issues of an exceptional nature
  • Willingness and ability to embody FSL’s core values:
    • Have passion for our mission
    • Follow the golden rule
    • Do the right thing
    • Begin with a can-do attitude
    • Find a better way
    • Be your best

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

  • Works in a climate controlled environment, infrequently outdoors
  • Able to lift 25 pounds
  • Requires bending, stooping, lifting and standing for long periods of time
  • Able to work under conditions of frequent interruptions
  • Able to work with challenging behaviors expressed by members, i.e. verbal and physical aggressions, wandering, etc.
  • May be exposure to potentially infectious fluids such as blood or body fluids
  • Exposure to latex, plastic, and/or materials which are used for personal protective equipment

Preferences

  • Courses in computer literacy
  • Background in customer service
  • Bilingual (English/Spanish)