Receptionist - MS

JOB TITLE: Receptionist STATUS: Full Time

FLSA STATUS: Non-Exempt CUSTOMARY HOURS

HOURS/WEEK:

DIVISION: Marillac Social Center

DEPARTMENT: Facilities

DIRECT SUPERVISOR: Campus Manager

DIRECTLY SUPERVISES: None

Mission

As stewards of the Vincentian spirit, employees of Marillac St. Vincent Family Services are committed to strengthening and empowering those most in need to reach their greatest potential. We fulfill our mission through quality programs for children, teens, families, seniors and homeless.

Core Values

Our employees commit themselves as individuals to live out the core values of integrity, excellence, creativity, advocacy, respect and empowerment in our daily work, as we serve the needs of others.

Integrity - Acting with transparency, humility and honesty

Excellence - Providing quality care with compassion

Creativity - Being continuously resourceful and inventive

Advocacy - Supporting the cause of those who lack resources for a reasonable quality of life

Respect - Recognizing our own value and upholding the dignity and value of all people

Empowerment - Providing skills and resources to achieve full human development

Team Behaviors

1. Versatility – Understanding and appreciating different and opposing perspectives on an issue; adapting one’s approach as the requirements of the situation change; an eagerness for positive action; self-control; active listening.
2. A collaborative work model – Cooperatively working and sharing responsibility; contributing to the group effort; realizing a sense of commitment and ownership in the success of the organization’s goals.
3. Mutual accountability – Holds others accountable with their roles; provides and receives feedback and takes constructive action.
4. Client/customer advocate – Identifies opportunities to improve quality of services; presents one’s self professionally.
5. Protects confidentiality & privacy – Respects and protects information about all staff and clients.

General Summary

Greet, screen and direct visitors, clients and staff to the Center. Monitor security access to the building through entrances via security cameras, pick-up cards, staff ID verification and visitor sign-in roster. Receive and direct incoming calls. Operate two-way radio, as needed. Announce emergency notices. Follow Center policies and procedures, as outlined in Front Desk / Security Manual. Provide general clerical support to program services, upon request.

Duties & Responsibilities

1. Operate the Communications Center, including telephone, two-way radios and voicemail. Direct incoming calls, respond to general inquiries, relay messages and announce emergencies. Prioritize important messages. Acts as administrator of phone system to add, delete and setup users.
2. Greet and direct clients and visitors. Maintain courtesy, respect and the confidential nature of services to clients. Monitor public access to all entrances to the building. Utilize cameras and access system to monitor all entrances to the Center. Verify clients’ pick-up cards. Check identification and register all visitors. Issue visitor badges and contact departments to escort visitors to appropriate destinations.
3. Accept and record mail, packages and other deliveries; notify addressee of delivery.
4. Provide general clerical support for Front Desk, Center programs and Administrative Services, when needed.
5. Execute all Center policies and procedures regarding emergencies.
6. Acquaint any substitute Receptionist with the procedures to be followed at the front desk; particularly with the telephone system, paging system, door access system and life safety procedures/ announcements during real emergencies, evacuations or fire drills.
7. Maintain clear, concise, timely communication with all program and support staff. Relay appropriate, factual client information and messages to proper staff, maintaining confidentiality.
8. Attend department meetings as assigned.
9. Act with integrity and aspire to model our Core Values in the delivery of all services.

Job Requirements

Experience/Education

High School Graduate with basic computer and Microsoft Office experience required. Minimum of 2 years of experience in related a position preferred.

Qualifications

Possess communication skills to be able to interact with a diverse client population. Must respect confidentiality requirements. Ability to coordinate details, organize procedures and prioritize. Must be reliable, prompt, and attentive in situations of multiple or simultaneous interruptions. Ability to facilitate communications using telephone systems.

Language

Ability to read and speak English proficiently.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is regularly required to talk or hear.
2. Possess the ability to fulfill and any all office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
3. The employee must occasionally lift and/or move up to 20-25 pounds.
4. At times, may require more than 40 hours per week to perform the essential duties of the position.
5. Fine hand manipulation (keyboarding).
6. Employee will remain sitting for 95% of time.

Work Environment

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

1. Internal office space.
2. The noise level in the work environment is usually moderate.