Receptionist-Clerical Assistant

Receptionist-Clerical Assistant

OUR EXCITING OPPORTUNITY

Community Action Partnership has an exciting opportunity for

Receptionist/Clerical Assistant

The Receptionist/Clerical Assistant will represent Community Action Partnership (CAP OC) to incoming callers inquiring about CAP OC services and assist the Human Resources Department in a clerical capacity to assist with the daily operations.

WHAT YOU WILL ACCOMPLISH IN THIS ROLE

Under the Human Resources Director supervision, the Receptionist/Clerical Assistant will answer calls, direct callers to the appropriate department or employee, greet and direct visitors to the Administrative Lobby, and perform a variety of clerical duties, including the distribution of the daily mail and upkeep of copier, fax machine and postage machine.

Compensation is $23.00 per hour.

This position will work a full 5-day workweek in the office; remote or hybrid schedule is not available.

Bilingual English/Spanish or English/Vietnamese is desirable.

ROLES AND RESPONSIBILITIES

• Receives incoming calls to CAP OC through the Edify system, determines reason for call, directs the caller to the appropriate department or employee, provides general information about CAP OC’s services, retrieves voice mail messages and forwards to appropriate employee or department. 
• Greets visitor(s) entering the Administrative Lobby, inquire about reason for visit, direct the visitor(s) to the appropriate department or notify appropriate employee of visitor(s) in the lobby, and provide information to visitor(s) on CAP OC services as needed.
• Maintain lobby in a neat and orderly manner, ensuring lobby looks presentable during business hours.
• Distribute incoming mail, documents, packages, and currier deliveries to appropriate departments, post all outgoing mail, documents, packages and ensure all posted items are ready for picked up on a daily basis.  As directed, prepare currier service mailing labels and process postage; may be called upon to arrange pick up of currier items.
• Production of ID badges for new hires and replacement ID badges as needed, ensure ready supply of all products needed to make an ID badge are available, keep badge making equipment is working order and schedule repairs as needed.
• Oversee inventory of CAP OC shirts ensuring inventory is on hand for distribution to new hires; distribute appropriate size CAP OC shirt to new hire; order additional shirts as needed from qualified vendor; keep inventory on hand neat and orderly.
• Perform clerical duties such as copying, filing, conference room set up and breakdown, ordering supplies for the HR  Department, assembly of training packets/materials, etc.
• Other duties as assigned.

THE IDEAL CANDIDATE HAS KNOWLEDGE AND EXPERIENCE IN

• Operating a multiline telephone switchboard operation, exhibiting appropriate phone etiquette, and handling public inquiries and/or difficult situations.  Edify experience desirable.
• Being the face and voice of an organization to callers and visitors.  Maintaining a professional demeanor while being open, friendly and helpful.
• Office and business procedures, handling multiple business projects and prioritization of workload.
• Working efficiently with demanding time constraints.
• Maintaining effective relationships with staff, management, participants, visitors, volunteers and interns.
• Working both independently and collaboratively within a team.

IDEAL CANDIDATE MUST BE

• Customer service oriented: Possess excellent customer service skills and have ability to establish rapport with staff, volunteers, interns, the public, and participants from culturally diverse backgrounds.
• Ethically Focused: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and aligns with the values of the organization.
• Inclusive: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Work focused: Being detailed oriented while working accurately and efficiently on a consistent basis without assistance. Strong organizational skills. Work schedule is 5-days in the office.
• Collaborative: Work collaboratively in a team environment both internally and externally with the capability to negotiate successful outcomes for all parties.
• Language skilled: Demonstrate a clear, concise and effective command of the English language in both oral and written form.  If bi-lingual, must be able to translate orally and in writing from/to English and Spanish or English and Vietnamese.
• Mathematical: Ability to add, subtract, multiply and divide to verify figures for accuracy.  Mathematical skills sufficient to create, compose and/or compile information and data for reports, forms and presentations.   
• Computer literate: Competently use the Internet, Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams) and other applications via a desktop and/or laptop computer.  Competently use a camera, printer, projector, copier, Smart cell phone and/or other electronic devices.

EDUCATION AND EXPERIENCE

High school diploma or GED required, and at least 1-year receptionist or clerical experience in a professional environment needed.  Bilingual English/Spanish or English/Vietnamese in both written and oral communication desired.

TRAVEL

Possess a valid California Driver’s License with a driving record that meets minimum standards established by CAP OC insurance carrier, proof of vehicle insurance, access to a vehicle and willingness to drive/travel when required.

Typically, travel is local during the business day to/from CAP OC locations or within Orange County.  Incumbent will use personal vehicle.  Possible travel may occur during evening hours and out-of-the-area.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The work environment for this role is in an office environment. While performing the duties of this job, the employee is regularly required to bend, stoop, reach, pull, push, stand, kneel, sit, twist, turn, stand, walk, bend at the waist, talk and hear, vision abilities include close vision, distance vision, color vision, ability to adjust focus, prolong manual dexterity of wrist and fingers, and moderate to prolong computer work.  Employee will experience prolong periods of both sitting and/or standing in an office environment. The employee must regularly lift and/or move objects up to twenty-five (25) pounds. 

HOW TO APPLY

Please Apply at Community Action Partnership of Orange County’s website at www.capoc.org.

MEDICAL EXAMINATION AND BACKGROUND CHECK

A medical examination is required of each new employee whose physical condition must meet the minimum requirements prescribed for the position.  In addition, prospective employees must pass a pre-employment physical, drug screen, Live Scan and background check. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary : $23