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