TheReceptionist greets and assists all visitors, answers all incoming telephone calls, retrieves recorded messages, assists in managing the front desk, receives and enters receipts and completes assigned clerical duties. This position may be shared by more than one employee.
This is an early morning position with scheduled hours from 5:45 a.m. to 11:00 a.m., Monday through Friday. No weekend hours are required.
Qualifications
- Previous customer service preferred.
- Demonstrated organizational skills.
- Ability to understand and work from written and oral instructions.
- Ability to balance cash transactions.
- Ability to conduct credit card sales and balance daily transactions.
- Ability to communicate effectively with the public and maintain a neat appearance.
- Knowledge and use of computers, fax machines, credit card machines and copy machines.
- Excellent written and verbal communication skills.
- Computer skills in Microsoft Windows and Microsoft Office or similar programs.
Supervision
TheReceptionist reports to the Guest Services Manager. While on shift the Receptionist is responsible to the full-time Receptionist or Facility Supervisor.
Training - can be obtained through the Champaign Park District
- First Aid, AED, and CPR Certification
- Heads Up Concussion training
- Mandated reporter training
- Harassment prevention training
- Bloodborne pathogen training
- Recreation software system training
- Facility training
Classification
- Non-exempt, hourly
- Part-time 2 (not to exceed 19 hours per week)
Essential Functions
- Follow all Champaign Park District safety policies and perform all work in a manner that ensures the safety of oneself, the public, fellow employees.
- Demonstrate a high level of professionalism and discretion in all interactions, including maintaining strict confidentiality regarding staff information, communications from supervisors, and conversations with parents or patrons. Uphold the Park District's policies and standards for data privacy and confidentiality at all times.
- Welcome and assist walk-in patrons, delivering excellent customer service with a friendly and helpful demeanor.
- Answer and route incoming calls, take messages, and distribute them accordingly, ensuring effective communication.
- Manage the operation and retrieval of messages from the general voicemail box, maintaining organized message handling procedures.
- Keep the reception desk and its surrounding area neat and organized, creating a professional and inviting environment.
- Accept, input, and process all registration and/or ticket sales accurately, recording registrations with precision.
- Ensure accurate recording of registrations and designate all income correctly to each program account, promptly rectifying any errors.
- Handle incoming mail by receiving, dating, sorting, and distributing it efficiently, contributing to organized office operations.
- Maintain files, rosters, and membership databases as necessary, keeping information up-to-date and easily accessible.
- Respond to questions and assist patrons and staff, fostering positive interactions and addressing inquiries effectively.
- Maintain up-to-date computer files for all registrations and programs, ensuring data accuracy and accessibility.
- Communicate daily with other Champaign Park District staff to inform them of changes in programs, registration, or other front-desk related issues.
- Promote a positive image of the Champaign Park District, contributing to a favorable perception among patrons.
- Resolve customer concerns whenever possible, demonstrating a proactive approach to addressing issues and ensuring customer satisfaction.
- Take messages and communicate those messages to staff promptly, facilitating efficient internal communication.
- Open and close the building as necessary, ensuring security protocols are followed for the safety of the facility.
- Assist with event setup when necessary, contributing to the smooth execution of activities and programs.
- Work evenings and weekends when necessary, demonstrating flexibility to accommodate operational needs.
- Assist renters with their needs, providing support and ensuring a positive experience for facility users.
- Assist with newsletter and other mailing preparations, contributing to effective communication with patrons.
- Maintain flexibility to work at multiple facilities, supporting seamless operations across different locations.
- Comply with equal opportunity and harassment laws, policies and procedures
- Other duties as assigned.
Physical Considerations
- Extensive computer use.
- Extended periods of time on the telephone.
- Available to work in the evenings and weekends.
- Must be able to lift supplies and equipment approximately up to 40 pounds when needed.
- Receptionists should be able to move around the reception area to greet patrons and assist them effectively. They may also need to move within the facility to coordinate and oversee programs and rentals or give tours.
- The role demands the ability to handle multiple tasks simultaneously, such as answering calls and assisting visitors.
Environmental Considerations
- The role may necessitate working evenings and weekends, adapting to a flexible schedule based on operational needs.
- Maintaining a neat and organized reception desk and surrounding area contributes to a professional and inviting environment for patrons.
- Responding to questions and assisting patrons requires engagement in a customer-facing environment, maintaining a positive and helpful demeanor.
- Flexibility to work at multiple facilities requires adaptability to different environmental conditions and layouts.
The Champaign Park District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or veteran status. We are committed to providing a workplace that is free from discrimination and harassment of any kind. All employees are required to comply with our equal opportunity and harassment laws, policies, and procedures.
