Evening Receptionist - Administrative Assistant

Job description:

The Evening Receptionist serves as the first point of contact for all guests and callers, playing a key role in creating a welcoming, professional, and efficient experience. This position reports to the Intake & Data Manager and collaborates closely with the Intake & Data Team to support agency operations.

Key responsibilities include delivering excellent customer service by answering phones, greeting and announcing guests, collecting payments, updating spreadsheets, and completing a variety of clerical and administrative tasks. The ideal candidate is able to work independently, exercise sound judgment, follow directions accurately, and contribute positively as a team member with a strong commitment to customer service and support.

The position is part-time and is scheduled Monday through Friday, 3:30 p.m. to 8:30 p.m., with occasional Saturday hours (9:30 a.m. to 2:30 p.m.) scheduled in advance.

Essential functions:

• Provides superb customer service to all guests, callers, and employees of Iris Family Support Center, Inc.
• Receives and directs incoming phone calls to appropriate department and/or individual.
• Monitor both front lobby doors (client and business sides) for incoming visitors, clients, families, support teams, and deliveries. Monitor interior client lobby door to grant staff re-entry to the building (no keycard swipe on client side).
• Monitor cameras during visits to help ensure safety. Report any concerns to on-call supervisor immediately.
• Collects payments and updates payment records.
• Send faxes and e-mail messages.
• Closed building at 8:30 p.m. Monday through Friday to turn off all lights, lock Pearl St. entrance, and lock front doors.
• Receive, timestamp, and distribute mail to the appropriate employee/department.
• Assemble New Mom Bags for Healthy Families, as needed, to ensure at least ten are available at all times.
• Prepare all outgoing mail.
• Timestamp items received in the mail.
• Monitor Pearl Street entrance and turn alarm off, as needed. Notify leadership immediately if anyone has exited or entered the Pearl Street door that should not have.
• Assists with scheduling, canceling, and/or moving assigned rooms.
• Attends regularly scheduled supervision with supervisor.
• Attends monthly team meetings with Intake & Data Team.
• Complete other data entry and clerical tasks, as assigned.

Other Duties

• Performs other duties as assigned.

Qualifications (Core Competencies, Skills and Experience)

• Ability to use computer software and hardware used by the agency, including Microsoft Word, Excel, PowerPoint, Teams, Outlook, etc.), Case Wind, Dialpad, etc.
• Ability to communicate professionally with others in the workplace, internal and external clients and visitors.
• Ability to deal with people who may be upset and/or unruly.
• Ability to multitask effectively.
• Ability to meet deadlines.

Physical Demands

• Largely a sedentary role utilizing a computer for more than 4 hours a day.
• Requires the ability to lift files, open filing cabinets or bend and stoop as necessary.
• Requires the ability to occasionally lift office supplies, materials and equipment up to 25 pounds.
• Must have dependable transportation.

Expected Hours of Work

• Expected 25-30 hours for part-time position.
• Scheduled work hours are: 3:30 p.m. – 8:30 p.m., Monday through Friday.
• Occasional Saturdays from 9:30 a.m. – 2:30 p.m., as scheduled.

Required Education

• High School Diploma or equivalent

Preferred Education and Experience

• High School Diploma or equivalent
• Customer service experience
• Excellent verbal and written communication skills
• Previous receptionist experience in a fast-paced office environment a plus

EEO Statement

• Iris Family Support Center, Inc. is an Equal Opportunity, Affirmative Action employer