Front Desk Receptionist

1 day ago

Oklahoma City, United States Oklahoma County Diversion Hub Inc Full time
Job Description - Front Desk Receptionist

OVERVIEW

Under the direct supervision of the Director of Operations, the Front Desk Receptionist will have a leading role in initiating and coordinating the administrative and client support functions necessary to run an organization efficiently while implementing administrative policies and procedures according to the Diversion Hub Performance standards. The Front Desk Receptionist will have a leading role in setting the conditions for clients to have positive interactions with Diversion Hub staff, clients, partners, and guests through a trauma-informed approach and service delivery.

PRIMARY RESPONSIBILITIES

In this vital role, the Front Desk Receptionist will be the first point of contact for clients and guests. They will be responsible for:
  • Greeting clients and guests that walk into the Diversion Hub.
  • Efficiently monitor check-in system (Envoy).
  • Escorting visitors to the designated meeting location as required.
  • Maintaining reception/waiting area.
  • Assist client sign-in process and other client needs, such as providing coffee and/or clothing items as requested.
  • Answering the main telephone line and directing the call to the appropriate staff member.
  • Entering data into Salesforce and working closely with the Justice Navigation & Case Management team during the intake process, answering questions and addressing concerns, as appropriate.
  • Manage appointment coordination and rescheduling, relaying messages, and providing staff with client insights.
  • Cultivating a hospitality-based culture in the organization.
  • Monitoring security cameras, as needed.
  • Maintaining the interior offices and exterior building and adjacent spaces, removing trash, debris, clutter, etc.
  • Inventory of office supplies and other needed items.
  • Always adhering to agency code of ethics and professional standards including maintaining strict client confidentiality.
  • Any other duties within the scope, spirit, and purpose of the job.
SKILLS

Individual must possess the knowledge and the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
  • Proficiency in Microsoft Windows and Microsoft Office applications.
  • Proven ability to effectively manage multiple priorities and meet deadlines.
  • Ability to work with difficult clients.
  • Ability to adapt to varied roles and job responsibilities and problem-solving skills.
  • Demonstrated ability to excel both independently and as a team member in a lively, collaborative environment.
  • Excellent written and verbal communications skills with a demonstrated ability to make difficult concepts easy to understand.
  • Friendliness and flexibility to adapt to changing needs and priorities are essential.
  • Positive attitude, excellent interpersonal skills and the ability to cultivate and maintain effective working relationships with staff, external constituents, volunteers, community partners and general public.
  • Thrive in a fast-paced and dynamic work environment.
EDUCATION AND EXPERIENCE

At a minimum, the Front Desk Receptionist must possess a high school equivalency. Prior experience with office/general administration is preferred.

ADDITIONAL JOB REQUIREMENTS
  • Clearance of background check.
  • Must have own transportation for transportation to site visits. A driver's license and up to date insurance on motor vehicle in accordance with state law and agency requirements.
QUALIFICATIONS OF THE IDEAL CANDIDATE
  • Be able to interact with individuals of diverse cultural and socioeconomic backgrounds in a manner that demonstrates sensitivity toward cultural differences and respect for everyone.
  • Possess maturity and judgment consistent with the high level of responsibility.
  • Demonstrate flexibility in position requirements.
  • A proven track record for building and maintaining effective collaborations.
  • Proven ability to meet multiple deadlines and balance numerous projects while maintaining a perspective on long-term goals.
  • Independence and self-confidence to act decisively and, at the same time, an ability to receive, integrate and translate others' ideas and suggestions.
  • A hard working, positive, mission-driven and extroverted work style.
  • A welcome attitude to constructive feedback of their work.
  • Analytical skills, quantitative and qualitative.
  • Fluency in Spanish is preferred but not required.

PHYSICAL DEMANDS

While performing the duties of this job, the employee must be able to sit over long periods of time and be able to talk, hear, sit, stand, walk; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl climb stairs, lift and or move items of up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Must have excellent command of English language and grammar, both verbal and written. Must be able to manually operate and use a computer. Must be able to clearly hear and understand telephone conversations.

EQUAL OPPORTUNITY PROVIDER

The Diversion Hub has a policy to provide equal employment opportunities to all qualified persons without regard to race, creed, religion, sex, sexual orientation, age, national origin, physical or mental disabilities, marital status or any other status or characteristic protected under federal, state or local law.

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