Receptionist

2 weeks ago

Carroll, United States New Opportunities Inc Full time
Description

Eligible for $1000 incentive after 90 days of employment

Immediate opening for a receptionist to join our team. Greet, communicate with and welcome clients and visitors. Answer, screen and direct phone calls in a polite and professional manner. Supply management, general administrative and clerical support to agency staff. Qualified candidate must possess professional personal presentation. Attention to detail, initiative, flexibility and reliability a must. HS Diploma/GED required. Associate's degree in business administration or related field preferred. Superior benefit package including paid leave, no nights, no weekends or holidays, health, dental and vision insurance, IPERS retirement system. EOE AD#2415

EXPECTATION FOR ALL EMPLOYEES:

Supports the organization's mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, personalization, commitment to our community, and accountability and ownership

GENERAL SUMMARY:

Incumbent greets and directs visitors. Answers incoming phone calls and directs appropriate calls to the proper person. Maintain accurate In-House inventory lists and cost of supplies for all programs. Provide secretary services to all programs as requested.

ESSENTIAL FUNCTIONS:
  1. Will maintain the front desk during regular business hours.
  2. Greet persons entering the establishment, determine nature and purpose of visit, and direct or escort them to the specific destinations.
  3. Take orders for merchandise or materials and send them to the proper departments to be filled.
  4. Keep a current record of staff members' whereabouts and availability.
  5. Maintains lobby area for cleanliness and professional appearance.
  6. Will answer all phone calls and direct calls to the person, transferring to the voicemail, or taking a written message.
  7. Responsible for handling inquiries and providing information regarding the programming, services and staff scheduling.
  8. Collects and sorts all incoming and outgoing mail. Drops off mail at the end of shift.
  9. Maintains the postage machine. Fills with postage if necessary. General maintenance as needed. Calls for repairs.
  10. Maintain copy machines throughout the administrative building. Fill with paper, call for repairs, take monthly copy counts for Fiscal Department for all administrative building copiers and all outlying offices copy counts. Report monthly counts to Fiscal Department.
  11. Will make necessary bank deposits for fiscal if needed.
  12. Responsible for typing and operating other office equipment as directed.
  13. Responsible for filing as directed.
  14. Escorts group on city or establishment tours as needed.
  15. Conducts quarterly inventory counts of supplies and equipment In-House.
  16. Distributes supplies requested for program's use when budget allows.
  17. Order necessary supplies from outside vendors while performing cost efficiency.
  18. Arranges teleconference calls.
  19. Maintains telephone logs and maintains phone system and staff directory.
  20. Collects payments as necessary.
  21. Maintains monthly calendar and employee birthday list.
  22. Other
  • Marginal functions of the position that are incidental to the performance of essential job duties have been excluded from this job description.
  • All requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. Prospective employee and incumbents are encouraged to discuss possible accommodations with the employer.
  • Job descriptions in no way state or imply that the description includes every duty to be performed by the employee in the position. Employees will be required to follow any other job related duties requested by their supervisor.
  • The employer reserves the right to change or reassign job duties or combine positions at any time.
  • New Opportunities, Inc. is an "At Will" employer as defined and governed by the employment laws of the State of Iowa.

SKILLS, KNOWLEDGE, and ABILITIES:
  1. Ability to establish priorities and meet deadlines.
  2. Ability to operate a multi-line telephone system or switchboard.
  3. Ability to maintain accurate counts of all agency equipment and supplies.
  4. Ability to communicate with vendors in a professional manner.
  5. Ability to communicate with visitors and callers in a professional and courteous manner.
  6. Ability to route callers to the appropriate party and to record messages accurately.
  7. Ability to type at 55 wpm with a high degree of accuracy.
  8. Knowledge of postal requirements.
  9. Ability to lift boxes of paper products and supplies and stock supply shelves.
  10. Ability to follow written and oral communications.
  11. Knowledge of and adhering to agency policies, practices and procedures.
  12. Excellent time management skills, including ability to work under pressure, prioritize projects and meet deadlines.
  13. Skill in operating various office equipment, including personal computer, transcription machine, printer, electronic typewriter, facsimile machine, photocopying machine, calculator, paper shredder, tape recording machine, postage machine, phone, etc.
  14. Ability to develop and maintain accurate record keeping systems.
  15. Ability to work with confidential information.
  16. Ability to work in a team-based environment.
  17. Ability to adapt to the organization's changing needs.
  18. Ability to pass a physical exam.
  19. Skills in excellent grammar, spelling, punctuation and basic math skills.
  20. Knowledge of administrative and clerical procedures and systems such as Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher), managing files and records, transcription and typing, designing forms, and other office procedures and terminology.
  21. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  22. Ability to obtain and maintain a driver's license, automobile, and current valid insurance in order to travel to designation locations.


NOTE: A review of this position has excluded the marginal functions of the position that are incidental to the performance of essential functions. All duties and responsibilities listed above are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, knowledge, and abilities to perform each duty or function proficiently.

QUALIFICATIONS:

Must have a high school diploma or its equivalent. Associated Degree in Office related field preferred but not required. Must have had previous inventory control experience of two years or worked as a receptionist/secretary for at least one year.

PHYSICAL REQUIREMENTS

PHYSICAL REQUIREMENTS

0-24%

25-49%

50-74%

75-100%

Seeing:

Must be able to read documents and use computer.

X

Hearing:

Must be able to communicate with co-workers, visitors and callers.

X

Standing/Walking/Moving/Driving:

Must be able to move supplies delivered to department.

X

Climbing/Stoop/Kneeling/Lifting/Pulling/

Pushing

Must be able to use 2-wheel cart to move incoming boxes of supplies, paper projects, etc.

X

Fingering/Grasping/Feeling:

Must be able to write, type, and use phone system/copier/fax machine.

X

WORKING CONDITIONS:

This factor measures the surrounding or physical conditions under which a job must be done and the extent to which those conditions make the job disagreeable. Consider the presence and relative amount of exposure to dust, fuel, dirt, heat fumes, contaminants, cold, noise, vibration, wetness, etc.

Normal working conditions with the absence of disagreeable conditions

GENERAL INFORMATION:

The statements contained in this job description are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Individuals may perform other duties as assigned. Furthermore, this document does not establish a contract for employment and is subject to change at the discretion of the employer.

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