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On-Call Receptionist

Location: Altadena
Posted on: March 15, 2020

Job Description:

  • Receiving visitors and clients, determining nature of their visit and notifying appropriate staff.
  • Answering and transferring telephone calls.
  • Providing general office and clerical support to a program/department.
  • Representing Five Acres to callers, clients and visitors in a friendly, professional manner.
  • Provides reception services, greets visitors, ascertains nature of business, signs-in visitors and directs visitors to appropriate person, issues visitors pass when required.
  • Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff. Places outgoing phone calls as needed.
  • Records accurate phone messages including name, time of call, nature of business and person called upon.
  • Checks Agency/program voice mail throughout the day and answers or directs messages to appropriate personnel.
  • Ensures adequate coverage of the receptionist desk throughout the business day.
  • Maintains general reception area and personal work area to ensure clean and professional business appearance.
  • Performs clerical duties which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry and distributing Agency communications.
  • Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail. Assures adequate funding on postage meter at all times.
  • Creates, maintains and updates program or department files.
  • Assists in the maintenance of office equipment including computers, telephone systems, copiers, fax machines and other types of office equipment; calls for service when necessary.
  • Gathers and organizes data and prepares documents and reports for review as directed.
  • Assists in the ordering and distribution of office supplies.
  • Assists in assuring all safety and health standards are followed and responds to safety issues within the facility in a timely manner; ensures security by locking/unlocking cabinets and/or doors in accordance with instructions.
  • Develops and maintains administrative and clerical skills through seminars, workshops or other forms of training/education.
  • Attends and actively participates in staff meetings.
  • Maintains confidentiality regarding children, families, and operations of the agency.
  • Knowledge of business English, spelling, punctuation, and general office practices and procedures
  • Excellent customer service skills with ability to provide prompt, friendly courteous service to callers, visitors, clients and staff
  • Basic computer skills in Microsoft Office
  • Effective verbal communication skills - bi-lingual skills in Spanish/English preferred
  • Effective work organization skills and ability to work with minimal supervision
  • Ability to be flexible and work in a changing environment
  • Ability to solve problems and make routine recommendations
  • Ability to maintain First Aid/CPR Certification
  • Ability to work varied hours including evenings, nights and weekends, if needed.
  • Sensitivity to the different cultures represented among the clients, families and staff.ID: 2019-1153 External Company Name: FIVE ACRES - THE BOYS' AND GIRLS' AID SOCIETY OF LOS ANGELES COUNTY External Company URL: Street: 760 W. Mountain View Street

Keywords: FIVE ACRES - THE BOYS' AND GIRLS' AID SOCIETY OF L, Altadena , On-Call Receptionist, Administration, Clerical , Altadena, California

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