Agency Receptionist

JOB DESCRIPTION

Since 1972, 4

Cs of Alameda County has been a family resource organization dedicated to providing child care information resources and referrals, education, and payment assistance to children, families, and child care providers in Alameda County. 4

Cs mission is to develop and coordinate resources to strengthen families and children. We embrace the Strengthening Family Framework.

Job Title: Agency Receptionist

Department: Operations

Reports To: Manager, Operations

FLSA Status: Full Time, Non-Exempt

Salary Range: $26.20-$27.65 Per Hour

The Agency Receptionist is a critical operations role responsible for managing the agency’s front desk and serving as the first point of contact for clients, visitors, and community partners. This position ensures a consistent, high-quality client access experience by coordinating front desk operations, managing communications, and supporting office workflows. Through strong customer service, organization, and attention to detail, the Receptionist helps facilitate client access to services, supports internal operations, and contributes to a welcoming, efficient, and client-centered environment

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greet clients, visitors, and community partners in a professional, welcoming, and culturally responsive manner.
• Announce arrivals and notify staff of client appointments.
• Manage walk-in traffic and maintain an organized and responsive front desk environment.
• Prioritize client service needs in real time, ensuring timely response to visitors and high-volume periods.

• Answer, screen, and route incoming telephone calls.
• Provide accurate basic program information and direct inquiries appropriately.
• Exercise judgment in routing clients and calls based on established guidelines.
• Direct clients and inquiries to the Agency Navigator or appropriate staff based on established role responsibilities and client needs, ensuring accurate routing to intake and service navigation functions.

• Date stamp incoming mail and drop box items.
• Route incoming mail, documents, and interoffice communications to appropriate staff.
• Accept, date stamp, and distribute client program documents.
• Support accurate and timely handling of documents in accordance with agency procedures.

• Provide appropriate program forms and materials to clients.
• Maintain sign-in records and client form request logs.
• Assist with printing, copying, and document preparation as needed.

• Maintain reception, client waiting areas, and meeting spaces to ensure a clean, organized, and welcoming environment.
• Keep publication racks stocked and materials up to date.
• Maintain the children’s area, including cleaning toys and restocking materials.
• Manage conference room reservations and calendars.
• Responsible for preparing closure signs in advanced( meetings, holidays, event, staff development days, etc.)
• Support coordination of office supply inventory, including ordering, stocking, and monitoring usage levels.

• Process check requests for department invoices.
• Maintain monthly petty cash and postage reports.
• Dispense and reconcile petty cash in accordance with agency procedures.
• Provide light clerical support, including scanning and printing.
• Support VITA client packets and appointment coordination as assigned.

• Maintain confidentiality of all client, employee, and agency information.
• Ensure secure handling of sensitive documents and data.
• Demonstrate respectful, client-centered, and culturally responsive service in all interactions.
• Perform other duties as assigned to support agency operations.

To perform the job successfully, an individual should demonstrate the following.

• Effective Verbal Communication Skills - Expresses ideas…