Receptionist, Administrative​/Clerical

HRC’s main office in Torrance, CA consists of offices for our staff, as well as conference and meeting rooms, and HRC’s Resource and Assistive Technology Center. HRC also operates a satellite office in Long Beach. The Long Beach Office was established to be more geographically convenient for the families in the eastern and southern cities in our service area. HRC has a receptionist at each location.

We are currently recruiting for the Torrance Receptionist position. The Torrance Receptionist will regularly cover for the Long Break Receptionist.

Under the direction of the Facilities Supervisor the Receptionist is responsible for

• Providing a high level of customer service to visitors, clients, service providers, Harbor Regional Center (HRC) staff, and the general public.
• Greeting and directing visitors at the front desk at the Torrance Main Office or Long Beach Site Office.
• Answering and routing incoming telephone calls and providing general information.
• Performing a wide variety of clerical duties in support of the Facilities Administration Supervisor and other Regional Center staff.

• Greets and directs visitors; provides general information, as well as information regarding meetings and trainings taking place at the Regional Center; notifies staff of appointment arrivals.
• Answers incoming telephone calls to HRC’s main number; responds to general questions, concerns or complaints; transfers calls to appropriate internal resources; assesses for urgent matters and refers calls to the appropriate staff (manager, Team Assistant, or Officer of the Day); checks and routes messages left during non-business hours.
• Maintains the staff phone roster; updates and distributes monthly.
• Assists daily with opening the facility for staff and the public; monitors daily schedule of meetings and appointments in conference rooms; assists staff with reserving conference rooms.
• Checks that furniture, equipment, and services in public areas are in good working order; makes sure that various toys and materials used by staff and families are organized and clean; receives notice from staff of building issues and informs the Facilities Manager and/or building or property management staff; assists staff with setting up audio-visual equipment.
• Maintains building security logs and assigns visitor keycards as necessary; periodically checks security camera and access system; acts as Floor Warden for lobby, conference rooms, and public area, by informing and directing visitors and staff in an emergency.
• Identifies assigned teams and/or service coordinators for inquiries regarding clients utilizing Virtual Chart; receives documents from visitors for HRC staff and will scan and email as appropriate.
• May assist in the Resource Center, by assisting visitors with checking out and returning materials and by ensuring that HRC pamphlets and publications are stocked.
• Performs a wide variety of general clerical and administrative duties including: ordering/receiving and distributing supplies; copying; responding to emails; filing documents; gathering data and preparing routine/special reports.
• Participates in team spirit activities including arranging activities and events, planning and participating in team retreats and Agency-wide events and coordinating celebrations and other occasions.
• Maintains absolute confidentiality regarding clients and families in compliance with HIPAA regulations and Regional Center policies.
• Performs related duties as required.

• Completion of high school
• One or more years’ experience in similar positions.

• Basic knowledge of client documentation methods and practices, typically the result of one or more years of experience in similar positions. Or, demonstrated proficiency in utilizing computer software to maintain large databases
• Accurate skills in Microsoft Office including Word, Excel and Outlook. Ability to type 40 wpm. Math skills sufficient to calculate/balance routine numerical data. Numerical and alphabetical filing procedures. Effective oral and written communications skills sufficient to draft routine correspondence and emails
• Critical thinking and problem solving skills including ability to research and resolve procedural problems
• Ability to work well under pressure with competing priorities.
• Ability to communicate and work effectively with people of diverse cultures, ages and backgrounds.
• Current California driver license, State-required insurance and a driving record acceptable to the Agency’s insurance carrier, when using personal vehicle on Center business.