Administrative Receptionist
Company: Careerbuilder-US
Location: California City
Posted on: January 26, 2023
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Job Description:
Description:POSITION SUMMARY: Under the supervision of the
Administrative Operations Director, the Administrative Receptionist
serves as the first point of contact for the agency, providing
administrative and clerical support to the Palo Alto Regional
Office. The Administrative Receptionist is knowledgeable in
providing information to individuals inquiring about all
programs/services offered by Jewish Family and Children's Services
Administrative Receptionist's responsibility is to provide
administrative support to therapists, associates, managers,
directors, and additional office executives. This includes but is
not limited to greeting guests, handling catering, managing
conference room scheduling, checking in clients, managing payment,
and assisting with team events and programs. The Administrative
Receptionist partners closely with the Administrative Operations
Director to maintain office and kitchen supplies, scanning,
copying, distributing documents, assisting with filing and
organizational projects, and keeping the public space clean and
organized.The Administrative Receptionist understands and assists
in meeting budget and services goals, understands the mission and
objectives of Jewish Family and Children's Services, and works
within the limitations of the Agency's resources and performs all
duties in compliance with agency standards.JOB RESPONSIBILITIES---
AS the first point of contact, enthusiastically welcomes our
guests, volunteers, and staff, anticipates their needs, assists
with arrival, office orientation, and departure - responds promptly
and creates a positive and memorable experience with a warm and
welcoming environment--- Knowledgeable of the agency programs
offered to the community and appropriately refers individuals to
applicable children, adults, and seniors-at-home programs as needed
and provides basic information about programs/services--- Maintains
a professional and organized workspace environment, ensuring that
confidential files and financial documents are out of public view
and that the guest lobby is clean, clutter-free, and meets the
professional and safety standards established by the Agency.---
Assists the Volunteers Department with food bank pick-up; organizes
grocery bags in the front area of the office for volunteers to pick
up--- Assists with the process of receiving/recording donations,
usage/maintenance of the food bank, and/or other agency services---
Collects payments from clients efficiently and accurately, records
transactions, prepares bank deposits, handles petty cash
transactions, prepares reports, and maintains accurate records---
Ability to review client history statements, reconcile client
accounts and communicate accurate information to the Administrative
Operations Director regarding the status of client accounts---
Manages the Master Outlook Reception Desk calendar system; monitors
up to 10 staff calendars daily; transfer their appointments to the
Master Reception Desk Calendar, noting appointments kept,
cancellations, and payment taken--- Performs routine duties for
staff including making copies, setting up meeting spaces, greeting
the public, accepting client payments, the directing public to
appropriate workshops or events, and ensuring meeting spaces are
ready for future use--- Uses agency database management information
system to routinely enter client registrations; track client
progress and participation and generate reports--- Sets up and
maintains a well-organized electronic file folder system to use
and/or share files on select network drives efficiently--- Assists
to order office supplies and maintains an orderly office supply
inventory and space--- Participates in JFCS departmental meetings
and trainings, and represents department in a professional
demeanor--- Maintains privacy and confidentiality for clients and
employees--- Fosters a spirit of teamwork and unity among JFCS
staff that allows for cultivating ideas, expeditious resolution of
conflict, and the appreciation of diversity as well as
cohesiveness, supportiveness, and working together to enable each
employee and the department to succeed--- Complies with the Jewish
Family and Children's Services Policy and Procedures Manual, as
well as agency health and safety standards for clients, employees,
and the facility--- Performs other duties as assigned by the
Administrative Operations Director, other support
andRequirements:PHYSICAL DEMANDSThe physical demands described
below are representative of those that must be met by an employee
to successfully perform the essential functions of this job.---
Sitting for extended period--- Walking, standing, twisting, and
bending for brief periods of time--- Reaching and/or grasping using
hands and/or arms--- Required to lift to 10 pounds--- Required to
ascend/descend stairs--- Regular use of hands requires dexterity in
using the telephone, computer keyboard, and mouse--- Visual ability
to read documents and computer monitor--- Exposure to moderate
noise levels characteristic of working in an office
environmentQUALIFICATIONS--- 2 years of previous
Reception/Administrative support experience in a professional
environment is required--- Intermediate proficiency in Microsoft
Outlook is required--- Basic proficiency in Microsoft Work & Excel
is preferred--- Highly organized with excellent attention to
detail, adept in prioritization of varied tasks to meet deadlines
and maintain a well-functioning office--- Excellent verbal and
written communication skills--- Ability to quickly learn the
different programs offered by JFCS and the innate ability to
appropriately communicate the programs to individuals and clients
with utmost care and compassion--- Ability to work cooperatively as
part of the support team and to take initiative--- Previous
experience in a demanding and competing deadline-driven environment
is a must--- Ability to work under pressure and prioritize diverse
demandsAbility to operate and troubleshoot if needed, required
office equipment ie., postage meter, various printers, coffee
machine, security computer software, laminating device, etc.This is
a full-time, non-exempt position with benefits.The above statements
are intended to describe the general nature and level of work being
performed. They are not intended to be construed, as an exhaustive
list of all responsibilities, duties, and skills required of
personnel so classified. Nothing in this job description restricts
management's right to assign or reassign duties and
responsibilities to this job at any time.
Keywords: Careerbuilder-US, Lancaster , Administrative Receptionist, Other , California City, California
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