Job Description

ORP seeks an experienced Receptionist/Front Desk Coordinator to support recruiting efforts, including greeting customers, answering telephones, typing, filing & computer duties. Must be an accurate typist & proficient in using Microsoft Office. Must be personable & customer service oriented. Demonstrated knowledge of administrative and clerical procedures, excellent communications, interpersonal skills and collaborative skills; exceptional customer service skills; flexible, self-motivated, organized, able to work well under pressure; computer literacy required.

Essential Functions

• Greet all visitors, prospective participants, family members and current participants
• Assist participants with personal intake data sheet and all relevant ORP information
• Performs typing, filing, scanning, or copying, various correspondence or materials as assigned
• Answer, screen and transfer phone calls, and distribute messages to proper person
• Mail literature to prospective participants, current participants, incarcerated person, agencies, etc. as requested
• Respond to queries from the public and participants, by phone, in person, mail
• Triage needs of walk-in participants and respond to requests for referrals to and information about local resources
• Support development of resource guides and informational materials
• Assis with de-escalation and conflict resolution management amongst participants
• Answer requests for information and resources from incarcerated individuals; including developing and maintaining resources pertinent to currently incarcerated and soon to be released individuals
• Maintain supplies inventory
• Distribute staff mail
• Tidy and maintain the reception area, including ensuring posted information is up to date
• Maintain calendars for all first-floor activities
• Assist Case Managers in coordinating events
• Adhere to established ORP policies
• Collect data from phone inquiries, walk-in’s and all other sources daily to maintain accurate new client and ORP recruitment database
• Provide support to Case Managers
• Maintain sign-in log
• Maintain “Info- Call’ log, all interview sign-up sheets; together with all sign-in and / or call-out logs
• Create and maintain participant satisfaction survey
• Perform other duties assigned

Competencies, Knowledge, Skills and Abilities

• Commitment to the ORP Values – Personal commitment to equity and inclusion, and specifically ORP’s mission to empower returning citizens, partner organizations, and the public to interrupt cycles of harm and build thriving communities. Commitment to authentic and ongoing partnership with people, families, and communities most directly impacted by reentry
• Familiarity with Philadelphia – Deep knowledge of Philadelphia including dynamics of wide array of different communities and neighborhood; familiarity with the stakeholders involved in Philadelphia criminal justice system
• Skilled at Community Engagement – Proven track records of effectively engaging community members to achieve specific objectives, familiarity with best practices related to community engagement. Ability to engage authentically with a wide range of stakeholders and various racial, ethnic, and socioeconomic communities
• Excellent Collaborator and Facilitator – Ability to work cooperatively and effectively with others to set goals, resolve problems, and make decisions; able to collaborate with diverse types of stakeholders including government. Experience effectively facilitating groups and meetings with a wide range of stakeholders
• Effective Communication – Outstanding oral, written, and visual communications skills for various audiences, including digital and traditional communications
• Advances Administrative Skills and Digital Literacy – Fluency with Microsoft Office programs including Word, Excel, PowerPoint, and Outlook, and other computer-based communications, functions, and platforms, and ability to learn new software systems
• Attention to Details and Organization – including strong organization skills, careful about details, thorough in completing tasks, able to meet deadlines, and persistent in pursuit of goals.
• Strong Analysis and Reasoning – including comfort with basic spreadsheets, data collection and simple analysis, and the ability to gather, organize, edit, analyze and synthesize information
• Project management – Ability to multi-task, prioritize, and manage multiple activities in a fast- paced environment, including managing peoples’ involvement in complex projects
• Critical and Strategic Thinking – Ability to use sound and accurate judgment and think creatively to resolve complex problems and the ability to multi-task under tight deadlines
• Flexibility – Self-starter with flexibility to work both independently and as part of a team, and an eagerness to contribute to the success of the Office of Reentry Partnerships, even when tasks may fall outside of core responsibilities

Work-Life

Working hours are generally 37.5 hours per week. Our team is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired.

Qualifications

Required:

• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Proficient in Microsoft Office and other essential office computer applications

Preferred:

• Excellent organizational and information management skills
• Familiarity with constituent populations
• Sensitive to cultural, economic, gender, and sexual orientation differences

** People who have been directly affected by the criminal justice system are encouraged to apply.**

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $45,000-$50,000

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities
• We offer Comprehensive health coverage for employees and their eligible dependents
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available

_ *The successful candidate must be a city of Philadelphia resident within six months of hire_

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx