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The Receptionist is responsible for reception duties, clerical duties, support for the office, and client statistical data.
Duties include:
Greet clients, provide general reception services, and general office duties.
Answer telephones using a multi-phone system, receive and distribute messages left on main phone, and provide information as appropriate in a courteous manner.
Maintain office equipment including phones, voice mail system, photocopier.
Receive client payments, create receipts and post all sessions into client database.
Open and distribute mail, post and code outgoing mail.
Maintain client files and database systems, including opening new files, reopening files for returning clients, closing files, inputting information, and preparing monthly statistical reports.
Develop, maintain, and distribute communications (brochures, posters, etc.) using a variety of sources such as email, website, Facebook, Twitter.
Compile information from completed client/group satisfaction surveys or questionnaires.
Provide clerical support to Board, Foundation, agency programs, committees, and other programs and projects as required.
Order office supplies and maintain inventory.
Ensure adequate supplies of all forms, group materials, etc. are available.
Prepare monthly invoices for all EFAP sessions.
Complete daily deposit reconciliations.
Balance and reconcile petty cash.
Other duties as required.
Essential Skills
- Oral communication
- Working with others
- Problem solving
- Job task planning and organizing
- Finding information
- Computer use
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Prepare equipment or software for type of document
- Prepare and format page presentation
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Prepare invoices and bank deposits
- Order supplies and maintain inventory
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Not-for-profit organization
Area Of Specialization
- Correspondence
- Forms and records
Work Location Information
- Urban area
Work Conditions and Physical Capabilities
- Fast-paced environment
- Repetitive tasks
- Sitting for extended periods
Security and Safety
- Criminal record check (abstract)
Business Equipment and Computer Applications
- Windows
- Word processing software
- MS PowerPoint
- MS Word
- Excel
- Electronic mail
- Electronic scheduler
- Database software
- General office equipment