Receptionist for Community Support Services

2 weeks ago

Dallas, Texas, United States The Salvation Army USA Southern Territory Full time
Shift Schedule:

Weekend Availability Required

Position Overview:

The Receptionist plays a vital role in ensuring smooth communication within the organization. This position involves answering phone calls with professionalism, directing inquiries to the correct departments, and taking accurate messages when necessary. The individual will also manage deliveries and donations, warmly greet visitors, and provide essential information regarding the organization's services and operations.

Key Responsibilities:

This outline is intended to highlight the primary duties and expectations for this role. The individual may be asked to undertake additional responsibilities as needed.

Reception Duties (60%):

- Answer incoming calls and transfer them to the appropriate personnel; address caller inquiries and provide accurate information.

- Communicate messages to relevant parties; ensure messages are recorded accurately and distributed promptly via phone or email.

- Welcome and announce visitors courteously; assist callers and guests by answering questions and providing necessary instructions or referrals.

- Inform relevant staff members when visitors or clients arrive; ensure visitors sign in upon arrival.

Administrative Duties (40%):

- Maintain and update statistical records; ensure data accuracy and completeness; input community assistance information into databases.

- Update the phone directory regularly; proofread for errors before printing.

- Sort and distribute incoming mail; ensure timely delivery to the correct recipients; assist with bulk mail preparation.

- Manage office supply inventory; order supplies as needed and prepare purchase requisitions for necessary equipment.

- Assist in preparing meeting spaces; arrange seating and refreshments as required.

- Perform additional administrative tasks as assigned.

- Create identification badges for staff, volunteers, and board members.

Additional Responsibilities:

- Ensure the reception area remains tidy and welcoming.

- Undertake other duties as directed.

Equipment Used:

- Multi-Line Telephone and General Office Equipment

Required Skills and Qualifications:

- Ability to direct calls effectively to the appropriate personnel.

- Strong interpersonal skills to assist callers and visitors in a calm and courteous manner.

- Proficient in recording accurate messages.

- Capable of performing clerical tasks while managing phone calls.

- Ability to maintain a supply of informational materials for visitors.

- Competence in responding to emergencies with composure.

- Skills in planning and coordinating community assistance efforts.

- Ability to project a positive and professional image of the organization.

Minimum Qualifications:

- High school diploma or equivalent.

- Previous experience in customer service or receptionist roles is preferred.

- Any equivalent combination of training and experience that provides the necessary skills and knowledge.

Certifications:

- Valid State Driver's License (preferred)

Physical Requirements:

- Ability to meet attendance standards.

- Proficient in reading, writing, and communicating effectively in English.

- Capable of operating a telephone and/or switchboard.

- Ability to sort documents both alphabetically and numerically.

- Duties primarily performed while seated, with occasional standing or walking.

- Moderate physical effort may be required for tasks such as lifting and carrying light to moderately heavy items.

Work Environment:

- The role is typically performed in a standard office setting with minimal physical discomfort from environmental factors.

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