Receptionist

The incumbent of this position is responsible for:

• Operating the agency’s switchboard handling all incoming phone calls by directing them to the appropriate staff/program
• Receiving visitors in a cordial and professional manner and directing them to the appropriate staff/program
• Collecting and sorting incoming mail, and preparing outgoing mail using mail postage machine
• Various other duties such as filing, typing, operate office machines

SUPERVISION:

Received: Works under the direct supervision of the Executive Assistant to the CEO and the general supervision of the CEO.

Exercised: None.

Rate: $18.58 -$19.11

JOB RESPONSIBILITIES:

• Meet and greet visitors and refers them to the appropriate person(s)
• Answer incoming calls, connects callers to appropriate person, department
• Answer a variety of inquiries and assist members of the general public in completing a job application form if necessary and refer inquires to others
• Perform routine filing, sorting, process mail using mail machine
• Pick up mail at local post office daily
• Responsible for the daily sorting and preparation of the in-coming and out-going mail
• Will maintain professional boundaries with all current, past, and prospective clients, and maintain the confidentiality of clients and staff, in accordance with CAPHR policy and procedure
• Support programs with administrative tasks as appropriate.
• Abide by all CAPHR Safety policies and procedures
• Present professional and positive image as a representative of CAPHR
• Responsible for having adequate knowledge of all CAPHR programs and will gather sufficient intake information to make referrals to other CAPHR programs which are beneficial to the client and his/her family
• Perform other related duties as required

REQUIRED SKILLS AND ABILITIES:

• Ability to work independently and to prioritize tasks
• Ability to multi-task and to operate effectively under pressure
• Ability to operate a telephone switchboard and paging system
• Ability to communicate verbally with others effectively
• Ability to communicate in writing with others, specifically via email  
• Ability to operate office machines
• Ability to recall names, telephone numbers and location of work force quickly and accurately
• Ability to understand and to follow written instructions
• Skills in typing accurately
• Ability to prepare basic reports and ability to make basic math computations
• Basic computer skills required to include data base building/retrieval, email communication, and internet access
• Drivers license and vehicle required

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent

PREFERRED EXPERIENCE:

• Previous receptionist experience
• Multi-line phone system handling experience
• Customer service experience
• Computer experience