Open Position: Receptionist
Location: Timberline Office
Classification: Non-exempt /Full-time/Hourly
Application deadline: April 17, 2015
Minimum of one year office experience. Receptionist must be able to efficiently answer calls on a multi-line phone system, communicate effectively with customers and clients in English, manage numerous tasks steadily, and work independently. Bilingual skills are preferred. It is important that the receptionist be responsible, dependable and professional, maintain a good working relationship with staff and customers, and that he/she dress appropriately and maintain a good personal appearance. Must recognize and maintain confidentiality of work materials and clients. Should have background, experience or knowledge in some or all of the following areas: multi-line phone system, MAC computer operation, and operations of business machines.
Telephone/Reception: Answer a multi-line phone system efficiently, route calls appropriately, take thorough messages, know location and availability of staff. Maintain working knowledge of WAP programs. Coordinates receptions coverage each month and documents on calendar. Trains reception back-up. Maintains updated information in reception handbook. Greet clients and WAP visitors in courteous and professional manner. Maintains clean and professional appearance of office lobby.
Mail: Process outgoing, incoming and/or interoffice mail as assigned timely and accurately. Maintains postage meter. Ensures that express mail supplies are adequate and provides assistance with mailing instructions as needed. Distributes mail accurately and follows procedures for special handling of confidential, financial or other types of special mail.
Clinical Support (for Timberline office): Prepare new clients to meet with counselors by giving them appropriate forms to fill out. Maintain sufficient supply of client forms. Adhere to rules of confidentiality of clients and client information.
Office Management: Schedule reservations for boardroom and training room. Call for repairs on copier, fax and building maintenance (light bulbs out, ceiling leaking, etc.).
All repairs should be documented in the maintenance log. Distribute faxes and keep fax machine, printer and copier filled with paper. Ensures printer is in operating order. Keep toner ordered for copier and added when necessary. Order administrative supplies and process supply order paperwork accurately and timely.
Misc: Meet or exceed contract or deliverable objectives; Responsible for personal critical/quantified performance measures; Document all service activity in designated database, electronic calendar, and other appropriate work databases as assigned; Respond to customer request & complaints in a timely manner and document service provided; Consistently communicate with internal stakeholders per email protocol
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Employees may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth to address business needs and changing business practices.