Receptionist; CCF

The California Community Foundation (CCF) is a public, charitable organization serving Los Angeles County in multiple capacities since 1915. We encourage philanthropy by individuals, families, companies and organizations, and serve as a trusted steward of their charitable funds and legacies. We make grants and collaborate with nonprofits in specific areas and concentrate attention and resources on the needs of the most vulnerable individuals and groups in the community.

CCF convenes and engages nonprofit, private and public-sector partners to increase philanthropy and incorporate philanthropists into community problem solving in Los Angeles.

CCF is a dynamic environment that values individuals who want a purpose more than a position. We have a diverse and talented team of experienced and passionate advocates for our community. We are a learning organization driven by the idea that continuous improvement furthers professional development and increases our ability to effect positive change. We seek individuals who thrive in a fast-paced setting highly focused on results and impact.

Reporting to the Communications Manager, the receptionist is the first point of contact for callers and visitors to the California Community Foundation. The position’s primary responsibilities are to provide reception desk coverage, handle incoming mail and deliveries distribution, process incoming checks, address CCF office suite service requests and assist with other administration tasks as needed.

Work hours are 8:00am – 5:00pm.

• Reception Desk Coverage
  :
  Acts as first point of contact and ensures a professional and positive first impression is projected to all visitors and staff by maintaining a calm, modulated and pleasant speaking voice and greeting everyone with a smile.
  • Greets all callers and visitors to CCF in a courteous, efficient manner. Maintains a consistently high standard of professional business attire and attitude. Immediately acknowledges all visitors entering the reception area Quickly and efficiently transfers callers to appropriate staff, without attempting to give advice or responding to inquiries better handled by appropriate department staff.
  • Validates parking as instructed and keeps a log by department of validations used.
  • Forwards calls from employees who indicate that they will be late or absent to supervisors or other staff members as appropriate. Sends daily email to staff regarding these calls. Maintains utmost confidentiality of confidential information divulged by employees during these calls or emails.
  • Responsible for set up and maintenance of reception desk phone and messaging. Updates and emails CCF phone directory to all staff as needed.
  • Reviews and triages incoming email to info, then forwards to appropriate teams or staff members.
  • In conjunction with office administrator, trains other employees to provide reception relief on rotating basis as needed.
  • At all times, between the hours of 8:30 a.m. and 5:00 p.m., unless relieved by another staff member, remains within the reception area to perform these duties.
• Office Opening
  :
  Between 8:00 a.m. and 8:30 a.m. delivers newspapers, turns on lights and equipment and performs other tasks related to opening the office. Monitors cleanliness and functionality of the office space. Prints and posts menus, calendars and other documentation for the following week in conference rooms and kitchens. Organizes and maintains supplies inside the conference rooms. Organizes and maintains the president’s hospitality area and the CCF kitchens.
• Mail Management
  :
  Collects, sorts and distributes all incoming mail to staff as addressed or designated by the Director of Human Resources and Administration. Complies with special procedures as outlined.
• Check and Invoice Processing
  :
  On a daily basis, enters all incoming checks into the Raiser’s Edge database, prints a validation report and delivers checks and report to Finance department.
• Receiving
  :
  Receives deliveries and immediately records their receipt into a log. Immediately secures checks or other valuable papers until picked-up. Ensures staff or a department assistant accepts responsibility for, picks-up and signs for receipt of every delivery on a daily basis.
• Facilities
  :
  Serves as a point of contact for staff and building management for the safety and operations of CCF’s office suite.
• Communications Support
  :
  Provides support as assigned on projects for the marketing and communications team.
• General
  :
  As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF. At all times, demonstrates cooperative behavior with supervisors and coworkers. Assists with mailings and other projects from the Reception desk, as time permits. Other duties as assigned, dependent on organizational needs and employee skills.

To perform this job successfully, an individual must be able to perform each essential job function assigned…