Receptionist, Administrative​/Clerical

Description

Management of reception area. Position requires solid client intake skills, detailed data entry, assertiveness, cordial manners and professional with clients, staff, and the general public. Client confidentiality is a must. When required, this person will train new receptionists and volunteers working at the front desk. This person will be a creative thinker when looking for new ways of making the workflow of the reception area.

This is a part‑time position (M-F 9:00 AM-2:00 PM).

• Handle and direct all incoming phone calls. Retrieve voicemail from general mailbox.
• Make sure all clients complete an intake form when necessary.
• Use discretion to make referrals to the appropriate program or agency.
• Schedule appointments for some programs.
• Photocopy and collate agency materials as requested.
• Data entry as assigned.
• Maintain and update notice board.
• Maintain reception common areas.
• Responsible for all incoming and outgoing mail: time/date stamping, postage and delivery to post office if necessary.
• Responsible for reception area supplies and availability of required program forms.
• Operation of business machines (fax, copier, postage machine).
• Undertake projects as assigned by Executive Assistant.

• Collect and time/date stamp Home Energy Assistance Program applications and supporting documentation.

• Responsible for client intake forms and scheduling appointments for clients in need of funds.

• High school diploma or equivalent.
• Administrative/clerical studies, communications, or business.
• 1-3 years of experience.
• Familiarity with Microsoft Word, Excel and computer data entry.
• Good organizational skills and able to handle multiple tasks.
• Use a variety of standard office equipment such as fax machines, copiers, scanners and computers.
• Pleasant telephone manner and an assertive, courteous way of relating to the public.
• The receptionist will use a complex phone system, with multiple incoming lines.
• Bilingual (English/Spanish) is a must.
• Human service intake and triage skills.
• Must maintain a positive public image.
• Good global understanding of NSCAP programs.
• Takes initiative and comes up with creative solutions to solve front desk issues.
• Able to effectively communicate with Program Directors, Administration and staff.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• While performing the duties of this job, the employee is frequently required to sit for long periods of time, use hands, fingers, reach, squat or kneel and to talk and hear clearly. The employee is occasionally required to lift and carry up to 10 pounds.
• Specific vision and hearing abilities required by this job include close vision, adjusting focus, communicating and translating information in clear spoken language.

The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally exposed to moving boxes, copy machines, fixtures and/or furniture.
• The noise level in the work environment is usually moderate and at times loud.

This job description is not designed to contain all duties that are required. There may be other duties, responsibilities and activities that may change or be assigned at any time with or without notice.

It is the policy of NSCAP to grant equal employment opportunity to all qualified persons without regard to race, color, sex, age, national origin, religion, physical or mental disability, sexual orientation, genetic information, membership in the uniformed services or any other classification which is “protected” under state or federal law. It is the intent and desire of NSCAP that equal employment opportunity will be provided in employment, promotion, wages, benefits, training, transfers, layoffs and all other privileges, terms and conditions of employment.