Receptionist Support Services- Green Bay

Job Title: Receptionist - Support Services (Green Bay)

Program: Support Services

Supervisor: Support Services Manager

General Summary

In the receptionist role, this team member performs clerical tasks in support of Vida's mission. The receptionist acts as the "first impression" greeting clients, answering the phone, and allowing access to the building through our security system, in a professional and respectful manner. The receptionist presents Vida as a life-affirming organization qualified and desiring to serve the caller/visitor in a caring and respectful manner.

Responsibilities

Reception:

• Answers all calls and connects the caller to the proper individual in a timely fashion. Greets all guests, including clients, in a professional, friendly tone that conveys the caring and serving attitude of the organization.

• Assist with other administrative work connected to client resources when needed. Key person in keeping resource binder and resources in shared files updated for staff and mentors

• Provides clients with appropriate paperwork and informs mentors of appointment arrivals

• Maintains client confidentiality

• Be aware and communicate schedule changes to staff and volunteers

• Receives material and monetary donations and provides tax receipts as appropriate and in compliance with pertinent policy and IRS guidelines. Provides appropriate organization information

• Maintains knowledge and understanding of programs and personnel connected with each program

• Maintains a schedule of and be knowledgeable about upcoming events connected with Vida. Provides this information to callers and visitors as appropriate.

• Assists staff and volunteers with daily tasks as requested by the Support Services manager and supervisors. Tasks may include recording information, copying, and assembling materials, sorting materials, filing, and placing phone calls.

• Performs special projects or tasks as assigned by Support Services manager and supervisors.

• Maintain appropriate supplies in the reception and other office areas.

• Communicate with LiveWire, OTG, and other maintenance issues

• Assist Marketing Manager with creation and posting of flyers/client program advertisements

Boutique Supervision:

• Providing volunteers with tasks and projects in the sorting room boutique

• Entering donations into Salesforce

• Help for the Homeless Vida representative

• Communicating product recalls with boutique volunteers

Adopt-A-Family Coordination for Green Bay

Play Date Coordination for Green Bay

Grounds/building maintenance coordination for Green Bay

Supervision/Direction (Received/Exercised)

Work is performed independently with periodic review. Employee organizes work and sets priorities based on schedule and office priorities established by Support Services Manager and supervisors. Manager regularly reviews non-routine work and periodically reviews routine work.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving:

Gathers and analyzes information skillfully; Uses reason even when dealing with emotional topics.

Customer Service:

Manages difficult or emotional patient/resident/client situations; Responds promptly to patient/resident/client needs; Solicits patient/resident/client feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Oral Communication:

Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.

Written Communication:

Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.

Teamwork/Professionalism:

Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed. Approaches others in a tactful manner; reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality Management/Quality:

Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.

Organizational Support:

Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities.

Qualifications

• Professional and pleasant business oral communication skills, including a pleasant and respectful tone of voice both in person and on the phone. Good listening skills, calm discernment. Basic written communication skills.

• Ability to multi-task in busy environment.

• Willingness and ability to learn more about Vida's programs to better serve the clients and callers needing information.

• Willingness and ability to abide by the office policies.

• Willingness and ability to serve clients and other Vida constituencies (including other staff, donors, vendors, etc.) in a way that honors, supports and promotes Vida's mission.

• Willingness and ability to demonstrate commitment to Vida's mission in the execution of position responsibilities.

• High school graduation or GED strongly preferred

• Experience and/or training as receptionist or in other office skills strongly preferred.

• Basic word processing/data entry skills, including working knowledge of Microsoft Word and Outlook, preferred.

The above describes the general nature of the job and is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities and working conditions.