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Receptionist/Admin Office

Job Descriptions

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Position Purpose

Oversees organization's main office reception area and functions.

Essential Job Responsibilities: Performance Indicators

Answer Telephone Switchboard

  1. Answer multi-line telephone in a timely, courteous and professional manner.
  2. Transfer calls for 40+ employees.
  3. Accurately receive and disseminate messages; keep staff phone extension list current.
  4. Update voice-mail as needed.
  5. Turn phone system on and off at the beginning and end of the business day.

Incoming and Outgoing Mail

  1. Route incoming and outgoing mail.
  2. Maintain postage machine: refill postage, submit supply requests and schedule maintenance.
  3. Route inter-office mail. Maintain interoffice envelopes.
  4. Send and receive faxes.

All communications are potentially sensitive and are subject to Head Start's policy on confidentiality.

Greet and Assist Visitors

  1. Greet, assist and direct all visitors in a courteous manner. Assure all visitors sign in.
  2. Post and update information on bulletin boards.
  3. Keep area clean and clear of obstructions that might impede traffic flow and safety considerations.
  4. Keep pamphlets and eligibility application bins filled with current materials.

Administrative Support

  1. Daily data entry of eligibility applications including recording and mailing requests for eligibility applications.
  2. Utilize RLID  to enter kindergarten school in child's WebCAF record.
  3. Receive and log in all cash/check payments. Ensure cash/checks are secured. Enter into cash log and run monthly cash log reports. Record childcare payment in child's WebCAF electronic file.
  4. Maintain agency-wide "In Kind" reports. Run monthly reports.
  5. Maintain office equipment (laminator, postage, folding machine, copy machine, etc.) Order supplies as needed and be proficient in the use of office equipment.
  6. Attend monthly ERSEA Committee meetings as assigned meeting recorder.
  7. Assist with scheduling of rooms.
  8. Keep reception handbook current.
  9. Secure building and parking lot gate at the end of the business day.
  10. Other duties as assigned.
     

Knowledge/Skills/Experience/Documentation Required

  • Bilingual verbal and written skills in English and Spanish required.
  • High school diploma or GED required and one year experience in general office practices with emphasis on reception, switchboard.
  • Strong computer skills using PC's and variety of software applications, word processing, database & e-mail.
  • Ability to work in a fast paced multi-task environment.
  • Ability to operate a wide variety of office equipment, copier, fax, postage meter, voice mail etc.
  • Strong organizational skills and ability to prioritize workload.
  • Health Appraisal Questionnaire is required at hire and will be updated annually.
  • At time of hire must be currently enrolled in Child Care Division, Criminal History Registry and must renew every two years.

Physical/Mental Abilities and Processes

  • Maintain professional & courteous attitude under stress of work demands.
  • Ability to handle multiple tasks simultaneously.
  • Regular sitting, stooping and bending on daily basis.
  • Ability to use phone system and verbally relay messages.
  • Occasional lifting up to 35 lbs.
  • Ability to visually scan immediate work environment.
     

Position Information

  • 52 weeks
  • Supervised by Executive Administrative Assistant

 

This job description was last updated on July 30, 08. January 2014. July 2015

Head Start of Lane County is an EEO Employer.