Receptionist

2 months ago


San Francisco, United States Bar Association of San Francisco Full time
Description

Be part of an organization dedicated to increasing the public's access to the law and mediation through programs that provide a continuum of dispute resolution services and legal assistance. The Bar Association of San Francisco (BASF) has a strong commitment to employee work-life balance and provides a stimulating work environment. BASF currently has an exciting opportunity for a full-time (35 hrs/week), Receptionist

This job is located at 50 Fremont St., San Francisco CA, 94105.

About BASF:

BASF is a nonprofit organization and the oldest voluntary bar association in California. Today, over 7,400 San Francisco lawyers are members of BASF, which prides itself as being one of the most active and innovative local bar associations. Our offices are located in the Financial District. In addition to services and benefits to our members, BASF provides a variety of legal services to San Francisco residents including our Lawyer Referral and Information Service, Alternative Dispute Resolution, and the Justice & Diversity Center (including the Homeless Advocacy Project) which is the largest provider of legal services to San Franciscans.

About the Job:

The Receptionist manages the front desk reception area including receiving visitors, clients, attorneys, and members of the general public; handles incoming/outgoing mail; telephone switchboard console, transfers calls, takes messages, directs website enquiries; assists and directs vendors, suppliers, and caterers; and some database entry

Essential Job Functions:

NOTE: To the extent possible, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Front Desk And Lobby Management
  • Be on time, prompt, and prepared to open office doors at opening time and greet visitors pleasantly and professionally.
  • Manage and authorize access into BASF to all visitors, attorneys, clients, and members of the general public.
  • Notify staff in a timely manner when there are visitors, applicants, or clients waiting to meet with them.
  • Notify office manager or deputy director and/or building security of any potentially problematic visitors.
  • Supervise, manage, and direct any vendors, suppliers, caterers, or other delivery personnel. Maintain clearance and accessibility of entranceway.
  • Maintain a tidy, organized, and unobstructed reception, entrance, and lobby area.
Telephone Switchboard
  • Answer calls in an accurate, pleasant, and professional manner.
  • Manage the central switchboard, averaging approximately 50 calls per day. Answer calls within 3 rings or less.
  • Screen calls; determine which appropriate departments to be connected with the caller; connect caller with requested BASF employee after the employee has approved the caller to be connected. If the employee refuses connection or is unavailable, then the caller must be sent to the employee's voice mail or e-mail.
Disseminate Correct And Relevant Information To Callers
  • Other agencies names, phone numbers, addresses
  • Names of specific contact people.
  • Section/committee event information.
  • Explanation of various BASF departments and their functions.
  • Names of BASF staff person who can best handle the call.
  • Confirm appointments.
  • Log onto PC and access internet and database in order to assist clients, attorneys or visitors with their enquiries.
  • Trains and assists new support/reception staff members.
Internal Documents, Mail And Deliveries
  • Obtain memos, documents or other forms of communication from the Building Management and forward them to the office manager.
  • Contact messenger service and couriers for delivery as needed.
  • Logs all outgoing and incoming packages and mail and submits the log sheet to the office manager at the end of the month.
  • Maintains meeting schedules for staff, attorneys, and clients. Notify the office manager of these meetings.
  • Delivers invoices, bills, or other appropriate literature to the office manager.
  • Maintains and updates BASF's employee roster sign-in sheets after consulting with HR; update and maintain kitchen duty
  • Obtain employee roster and sign-in sheet when BASF needs to evacuate or relocate from the building in the event of an emergency.
  • Handle cash/checks when accepting payments for membership dues, fees, seminars, and related events.
  • Assist other departments and mailroom with special projects and mailings as needed.
Additional Requirements:
  • The employee is frequently required to sit, use hands, or feel, talk, or hear. She/he is occasionally required to stand or walk.
  • She/he may also be required to lift or move up to 20 pounds to allow unobstructed access into/out of the office's main entrance.
Education

Graduation from an accredited high school or GED equivalent.

Experience
  • Experience in the secretarial or clerical field preferred.
  • Knowledge of office practices and procedures.
  • Knowledge of business terminology, spelling, punctuation, and grammar.
  • Knowledge of departmental organizational structure.
  • Skill to communicate ideas and instructions clearly and concisely.
  • Skill to work with clients, attorneys, and general public via phone and in-person.
Skills and Qualifications:
  • Outgoing/animated/confident personality - Because the receptionist makes the first contact with each visitor, it is vital that this person be warm and friends. This position requires a person who truly enjoys working with people. This position requires the ability to effectively meet and deal with the public and the ability to handle stressful situations.
  • Good phone manner - ability to effectively communicate over the telephone. Good voice tone and the ability to articulate on the phone are vital.
  • Communication skills - Able to communicate in a clear, courteous manner face to face, on the phone and in writing.
  • Good organizational skills.
  • Cash management skills.
  • Reliability - Must be on time, prompt, and prepared to open office doors for business and consistent in their performance.
  • Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to visitors, clients, attorneys and/or other BASF staff.
  • Working knowledge of computers; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
  • Proficient in office use software such as MS Office.
  • Ability to retain information consistent with departmental policies and procedures.
  • Bilingual speaking ability.
  • Willing to attend training events, seminars, or other training aids to improve skills.


Why Work For Us:

We offer a collaborative work environment, a progressive work culture, and a wonderfully diverse staff. Additionally, we have a standard 35-hour workweek, flexible scheduling (manager's discretion), and we are a mission and values based organization.

We also offer competitive pay and a generous benefits package that includes: a choice of medical insurance plans, dental insurance, vision insurance, pretax commuter, health, and dependent care accounts, employer paid long-term disability insurance, life insurance, and a retirement and profit-sharing benefit, and more

To find out more about BASF, please visit our website at www.sfbar.org.

The Application Process:

Please submit cover letter along with a resume.

Equal Opportunity Employer

BASF is an Equal Opportunity Employer. We conduct all employment-related activities without regard to race, color, sex, religion, age, national origin, disability, veteran status, sexual orientation or any other classification protected by applicable Local, State or Federal employment discrimination laws. BASF welcomes diversity in the workplace.
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