Western Center Receptionist

The Western Center Receptionist provides efficient and effective administrative support to ensure the functioning of agency operations and is the initial contact between the public and UCAN.

Essential Functions and Responsibilities:

• Understands and supports UCAN’s standard of cultural proficiency and strives to meet it.

• Answers phone calls and gives information to callers; screens and routes calls to appropriate destination, takes messages for department or staff.

• Greets visitors, clients, staff and others in a prompt, professional and courteous manner; ascertains nature of business and directs visitors to appropriate department or staff.

• Types memos, training certificates, general correspondence and data entry as needed.

• Operates, provides trouble-shooting and facilitates maintenance of office equipment including copier, printer, postage and fax machines.

• Responsible for mail service, including: affixing proper postage, arranging for FedEx, and other mail pick-up, maintains all necessary supplies, assists staff with the process.

• Assists in securing confidential reference checking for job candidates.

• Processes relevant invoices for coding and payment.

• Orders employee requested and processes monthly invoice for payment.

• Receives US mail, inter-office mail, packages and sorts/distributes to correct recipients.

• Submits orders, maintains supply budget and distributes office supplies.

• Maintains the meeting room calendar on UCAN intranet for agency locations and schedules reservations as requested.

• Maintains employee contact information in UCAN intranet to ensure accurate and timely employee information, in conjunction with HR and create agency identification cards for new hires.

• Assists with other administrative/programmatic departments on an as needed and requested basis.

• Act as notary for location, as needed

Professionalism and Work Conduct

• Behaves with integrity, demonstrates high ethical standards, and displays a positive image of UCAN. Remains in compliance with dress code as outlined in employee handbook.

• Acts in a professional manner at all times and maintains appropriate boundaries with clients.

• Demonstrates accountability for results and keeps commitments to others

• Reports to work, meetings, training, and job-related activities prepared and as scheduled

• Demonstrates openness and respect for cultural and socioeconomic characteristics of clients and coworkers

• Responds to clients and their families, UCAN staff, DCFS, service providers and other community members and stakeholders in a timely manner and ensures follow up to adequately address their need.

• Assists as needed, with facilities and maintenance staff with conference room setup as needed.

• Performs other related tasks as required or assigned

Education/Job Experience/Certification:

• HS diploma/GED required, Associates Degree preferred

• At least 2 years’ experience in office/clerical support.

• Bi-lingual a plus

Special Knowledge and Qualifications:

• Professional office administration.

• Possesses good understanding of human services and not-for-profit agencies.

• Knowledge of multi-line phone systems.

• Strong interpersonal skills and communication skills required.

• Is open and respectful of cultural and socioeconomic characteristics of clients and is willing and competent to work with a diverse client population.

• Effective verbal and written communication skills.

• Working knowledge of the child welfare system.

• Ability to work both independently and a part of a high functioning team.

• Experience and ability to use computers for data entry, communication and report writin