What are the responsibilities and job description for the Receptionist position at EOAC?
Job Status: Grade 5, Step depending on experience and qualifications
Classification: Non-Exempt
Supervisor: Program Director
Date of Last Review/Revision: 8/21/2019
The individual selected for the position must be able to perform the essential functions of the position either with or without a reasonable accommodation.
General Responsibilities:
It is the responsibility of all EOAC employees to support EOAC’s mission and goals, to respect the confidentiality of all who come to us for information or assistance, and to personally maintain the dignity and integrity of one who is placed in a position of public trust. We all bear the responsibility of improving the organization, communicating openly and empowering each other to excel at our work.
Essential Functions:
1. Maintain confidentiality of client/agency information as required by State and Federal laws,
appropriate regulations, and professional practice.
2. Ability to communicate effectively in written and/or verbal form to individuals and groups.
3. Must consistently demonstrate and communicate EOAC’s Mission and Vision.
4. Answer high volume of phone calls daily; answers inquiries and/or route calls to appropriate
staff. Place outgoing calls as requested by staff.
5. Respond to customer's questions, complaints and concerns in person and by phone, often from
customers who are confused or upset about not being able to receive desired service;
Resourcefulness in crisis situations and sensitivity to clients in vulnerable circumstances; ability
to work with verbally aggressive customers.
6. Maintain a clean, efficient, and orderly lobby/reception area. Prepare the lobby for customers,
ensuring applications, forms and other paperwork are ready and available.
7. Greet visitors, ascertains nature of business and direct customers to appropriate place or
person. Schedules customer appointments as necessary.
8. Assist in the processing and/or prioritization of client applications and maintain client files.
9. Prepare outgoing mail, distribute incoming mail and correspondence.
10. Ensure adequate office supplies are stocked and prepare office supply orders as needed.
11. Compose routine office correspondence, maintain forms, and ensure they are maintained in an
adequate filing system and in accordance with EOAC and program standards.
12. Maintain tracking log for applications, customer calls, and customer satisfaction surveys.
13. Serve as the backup for the Agency Receptionist.
14. Must consistently demonstrate excellent customer service with a compassionate attitude towards all clients.
Competencies:
1. Must have good organizational skills and proven ability to work within timelines to meetdemands.2. Ability to work independently with flexibility within a team environment; ability and willingness towork as a team member to support EOAC’s mission and goals.3. Performs typing and clerical functions as assigned.4. Operate office machines such as fax, computer, copier, postage machine, etc.
Work Environment
1. This job operates in a professional office environment with ambient lighting, and climate control.
2. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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.
1. While performing the duties of this job, the employee is regularly required to talk or hear.
2. The employee frequently is required to stand; walk; use hands to handle or feel; and reach with hands and arms, some filing is required: open filing cabinets and bending or standing on a stool as necessary.
3. Lift and carry up to 40 pounds. Minimum Qualifications:
1. Have a minimum of a High School diploma or GED2. Must be able to pass Criminal History check.3. Must have intermediate skills in Microsoft Office: Word, Excel and Outlook,4. Must pass all pre-employment contingencies including post-offer pre-employment physical, andalcohol and drug screen.
Travel:
No travel is expected for this position.
Preferred Qualifications:
1. Bilingual preferred (Spanish).
2. Experience with multi-line phone system.
Other Duties:
1. Perform all other duties as deemed necessary by the Program Director or Executive Director.
Work Schedule:
This is a full-time position. This is a full-time position. Occasional overtime work may be required as job duties demand.
Failure to comply with Personnel policies, job responsibilities, and functions, safety policies, can result in disciplinary actions up to and including termination.
Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position.
Employee understands that employment will not begin until the employee receives clearance-to-hire from the Executive Director or their designee.
Classification: Non-Exempt
Supervisor: Program Director
Date of Last Review/Revision: 8/21/2019
The individual selected for the position must be able to perform the essential functions of the position either with or without a reasonable accommodation.
General Responsibilities:
It is the responsibility of all EOAC employees to support EOAC’s mission and goals, to respect the confidentiality of all who come to us for information or assistance, and to personally maintain the dignity and integrity of one who is placed in a position of public trust. We all bear the responsibility of improving the organization, communicating openly and empowering each other to excel at our work.
Essential Functions:
1. Maintain confidentiality of client/agency information as required by State and Federal laws,
appropriate regulations, and professional practice.
2. Ability to communicate effectively in written and/or verbal form to individuals and groups.
3. Must consistently demonstrate and communicate EOAC’s Mission and Vision.
4. Answer high volume of phone calls daily; answers inquiries and/or route calls to appropriate
staff. Place outgoing calls as requested by staff.
5. Respond to customer's questions, complaints and concerns in person and by phone, often from
customers who are confused or upset about not being able to receive desired service;
Resourcefulness in crisis situations and sensitivity to clients in vulnerable circumstances; ability
to work with verbally aggressive customers.
6. Maintain a clean, efficient, and orderly lobby/reception area. Prepare the lobby for customers,
ensuring applications, forms and other paperwork are ready and available.
7. Greet visitors, ascertains nature of business and direct customers to appropriate place or
person. Schedules customer appointments as necessary.
8. Assist in the processing and/or prioritization of client applications and maintain client files.
9. Prepare outgoing mail, distribute incoming mail and correspondence.
10. Ensure adequate office supplies are stocked and prepare office supply orders as needed.
11. Compose routine office correspondence, maintain forms, and ensure they are maintained in an
adequate filing system and in accordance with EOAC and program standards.
12. Maintain tracking log for applications, customer calls, and customer satisfaction surveys.
13. Serve as the backup for the Agency Receptionist.
14. Must consistently demonstrate excellent customer service with a compassionate attitude towards all clients.
Competencies:
1. Must have good organizational skills and proven ability to work within timelines to meetdemands.2. Ability to work independently with flexibility within a team environment; ability and willingness towork as a team member to support EOAC’s mission and goals.3. Performs typing and clerical functions as assigned.4. Operate office machines such as fax, computer, copier, postage machine, etc.
Work Environment
1. This job operates in a professional office environment with ambient lighting, and climate control.
2. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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.
1. While performing the duties of this job, the employee is regularly required to talk or hear.
2. The employee frequently is required to stand; walk; use hands to handle or feel; and reach with hands and arms, some filing is required: open filing cabinets and bending or standing on a stool as necessary.
3. Lift and carry up to 40 pounds. Minimum Qualifications:
1. Have a minimum of a High School diploma or GED2. Must be able to pass Criminal History check.3. Must have intermediate skills in Microsoft Office: Word, Excel and Outlook,4. Must pass all pre-employment contingencies including post-offer pre-employment physical, andalcohol and drug screen.
Travel:
No travel is expected for this position.
Preferred Qualifications:
1. Bilingual preferred (Spanish).
2. Experience with multi-line phone system.
Other Duties:
1. Perform all other duties as deemed necessary by the Program Director or Executive Director.
Work Schedule:
This is a full-time position. This is a full-time position. Occasional overtime work may be required as job duties demand.
- This form reflects the general details considered necessary to describe the essential function of the job identified and shall not be considered as a detailed description of all the work requirements that may be inherent to the job.
Failure to comply with Personnel policies, job responsibilities, and functions, safety policies, can result in disciplinary actions up to and including termination.
Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position.
Employee understands that employment will not begin until the employee receives clearance-to-hire from the Executive Director or their designee.
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