Virtual Receptionist Jobs in Remote, OR (NOW HIRING)

Description
Full-time, 40 Hours Per Week, 52 Weeks Per Year
UCAN Receptionists serve as the first point of contact for clients, visitors, and the public. This role is responsible for greeting individuals in person and answering incoming telephone calls, ensuring inquiries are directed to the appropriate departments and services. The Receptionist works both independently and collaboratively to provide efficient, professional, and friendly service. The Receptionist helps ensure a positive experience for both internal staff and external customers.
ESSENTIAL FUNCTIONS OF THE POSITION
The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.

• Serve as the primary point of entry for the public (in person and by telephone); greet, welcome, and direct the public appropriately; notify staff of visitor/client arrivals; schedule appointments.
• Provide exceptional and measurable customer service to internal and external customers with timely and accurate responses to their inquiries and concerns. Exercise tact, courtesy, and diplomacy when interacting with clients, contractors, vendors and others with whom we may. Respond to all inquiries for information respectfully without regard to the inquirer's position, status, or demographic and in a manner that conveys understanding, acceptance and support for UCAN's programs and objectives.
• Gather, maintain, and update internal/external community resource lists; cultivate relationships to ensure accuracy of intake processes; refer clients to the most appropriate programs to meet their needs.
• Maintain reception area, including public information tables and bulletin boards assuring steady supply of current information. Post news articles highlighting UCAN staff/programs to bulletin board or disseminate by email. Keep office voicemail updated. Maintain list of employees, extensions, and voice mailboxes for distribution to staff.
• Operate basic office equipment; copy, assemble and distribute materials. Schedule copier maintenance and repair, and order paper when needed. Maintain fax machine and supplies.
• Pick-up incoming mail and distribute to program mailboxes; prepare outgoing mail; complete bulk mailings. Maintain records of postage machine/usage by individual programs; assure machine has a constant supply of postage.
• Provide clerical support to program staff. Type a variety of routine material from rough draft; complete forms and form letters. Prepare program publications, newsletters and reports. Prepare staff meeting agenda and meeting minutes. Order office supplies. Maintain program files and records.
• Participate in maintenance of program inventory records. Receive information when supplies and equipment is received, enter information into automated system. Maintain records to assure current inventory information.
• Collect and record cash payments and donations; write receipt and record to program records; balance receipts as assigned.
• Communicate in a professional, respectful and courteous manner with all employees, clients, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas designed to meet or exceed the organization's strategic goals.
• Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.

KNOWLEDGE, SKILLS & ABILITIES
Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

• Strong customer service and communication skills.
• Ability to multitask and manage incoming requests efficiently.
• Reasonable knowledge of general office practices and procedures; reasonable knowledge of systematic filing and retrieval processes or systems; reasonable knowledge of word processing; reasonable knowledge of English composition, spelling, grammar and arithmetic; basic knowledge of general recordkeeping and bookkeeping processes.
• Typing rapidly and accurately; use of office equipment which includes automated equipment and other copying equipment; organizational skills; Microsoft Office Suite.
• Ability to work both independently and as part of a team.
• Communicate effectively in both oral and written forms; maintain confidentiality; estimate and manage time efficiently; plan moderately complex statements and reports; establish and maintain records, reports and statistical data; work within a team environment; interpret policy and procedures to employees and the public; make decisions independently in accordance with established policies and use initiative and judgment in carrying out tasks and responsibility; remain calm and use good judgment during confrontational or high pressure situations; courteously meet and deal effectively with other employees and the public. Must follow all safety rules and practices, and perform work in a safe manner.

Requirements
MINIMUM EDUCATION AND EXPERIENCE:
Two years work-related support experience OR a satisfactory equivalent combination of education, experience and training.
Must pass criminal background check prior to hire and successfully meet all screening standards when required by department or program funding source(s). Disclosure of criminal history does not automatically disqualify an applicant.
PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The physical effort typically applied in this job includes:

• Position oneself by bending, stooping, kneeling, crouching, and reaching as necessary to perform assigned duties.
• Move throughout indoor and outdoor work environments, including navigating uneven terrain, stairs, curbs, and other varying surfaces.
• Lift, carry, push, pull, and transport materials, equipment, or supplies as required.
• Use hands and fingers to handle, manipulate, operate, or position objects, tools, equipment, and technology.
• Remain in a stationary position (sitting or standing) for extended periods as needed.
• Travel between work locations and throughout service areas as required.
• Communicate and exchange information with clients, coworkers, vendors, and members of the public.
• Work in environments where exposure to pets, pet dander, allergens, dust, pollen, fragrances, cleaning products, insects, vegetation, and varying weather and environmental conditions may occur.

The amount of lifting effort typically applied and the percent of time the effort is applied:

• Between 1 & 5 lbs. - 15% to 40%
• Between 5 & 25 lbs. - Less than 15%
• Between 25 & 40 lbs. - Less than 15%
• More than 50 lbs. requires a team lift or lifting equipment.

MENTAL OR VISUAL DEMANDS
• Continuous mental and/or visual attention; the work is either repetitive or diversified requiring constant alertness to monitor the production process and/or identify defects.
WORKING CONDITIONS
The kinds of disagreeable elements the employee would typically be exposed to in the work area include:

• No disagreeable elements identified

Description of the physical surroundings or conditions under which the job is typically performed and the extent of exposure to the disagreeable elements noted above:

• The job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of job.

ATTENDANCE AND AVAILABILITY
Due to the nature and scope of the essential functions, the importance of personal interactions between this position, employees, clients and other members of the public, and the availability of job-related tools, equipment and resources at work, performance of the essential functions requires regular, consistent and on-site attendance while working independently and with others during our normal business hours.
FLSA STATUS - Non-exempt