The Receptionist/Intellectual Disability Services Secretary performs receptionist duties and clerical work of moderate complexity. Primarily works out of the Western Regional office, but may assist at other Western Regional program offices. This position reports directly to the Office Manager who reviews work for effectiveness and accuracy.
- Responsible for receptionist duties including but not limited to answering incoming calls in a professional and courteous manner, forwarding calls to appropriate individuals, utilizing messaging and intercom system and quickly, professionally and courteously responding to entry door intercom.
- Must be responsive to staff, consumer and visitor needs.
- Must be able to handle multiple priorities in a changing environment.
- Responds to situations in which guests, visitors and callers need immediate assistance by remaining calm, responding professionally and connecting the individual in need with the person or information needed.
- Must be able to operate multi-line phone system by responding efficiently and accurately to multiple calls at one time.
- Must be able to change the phone system greetings, set-up user accounts and set-up phone directories for the multi-line phone system.
- Assists/trains regional staff on how to use the phone system.
- Ensures the reception area is clean, neat and inviting at all times.
- Responsibilities include use of other business equipment (typewriter, fax machine, copier, postage meter) necessary for office operations.
- Organizes and types materials, sets up appropriate formats for letters (including applicant letters), memos, etc.
- Enters staff trainings into the Staff Training Database, applicant information into Excel spreadsheet, etc.
- Processes incoming and outgoing correspondence, ensuring the mail is processed in an efficient manner.
- Provides filing/clerical support to the ATF and Older Adult Day Program.
- Receives and accurately records incoming checks, money orders, and cash, i.e. rents, emergency loan payments, etc.
- Prepares staff application packets.
- Ensures applicants receive instructions for completing application materials accurately.
- Schedules and arranges appointments, meetings, reservations of training/conference room.
- Maintains the staff “In/Out” information board and visitors’ log.
- Distributes staff birthday and anniversary cards.
- Fills program supply and forms orders, including medical and office supplies.
- Assists with other tasks as assigned.
(Education and/or Experience/Physical Demands/Other Skills and Abilities)
Education and/or Experience:
- Must possess a high school diploma/GED equivalent.
- Visual/Auditory: Must be capable of answering the telephone and visually transcribing from original text to typed text.
- Bending: Must be physically capable of performing the following bending activities: Retrieving files from bottom shelf of file cabinet, picking up dropped items, etc.
- Lifting: Must be physically capable of performing the following lifting activities: Lift 20 pounds, e.g., lifting documentation or records, lifting fire extinguisher.
- Sitting: Must be physically capable of sitting for extended time to perform the following duties: Answering the phone, working on a computer, attending meetings and trainings.
- Mobility: Must be physically capable of performing the following activities: Travel within a 6,000 square foot office, entering/exiting own vehicle or the agency vehicle while traveling to meetings, etc.
- Pushing: Must be physically capable of pushing 20-25 pound objects, e.g., closing file drawers.
- Pulling: Must be physically capable of pulling 20-25 pound objects, e.g., opening file drawers.
- Reaching: Must be physically capable of reaching for items on a desk or table from a seated position, and reaching into file drawers.
- Hand Usage: Must be physically capable to perform continuous bi-lateral hand usage with simple grasping in order to perform all job functions, inclusive of operating a computer.
- Foot Usage: Must be physically capable of operating foot controls in own vehicle or the agency van in order to operate vehicle.
- Visual acuity: Must be capable of close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
- Verbal Communication: Must be able to speak and be heard and understood by listeners.
Other Skills and Abilities:
- Must possess good typing and data entry skills.
- Must possess knowledge of Microsoft Office and Windows software, and be proficient with Word and Excel.
- Must read, write, speak and understand the English language.
- Must possess and maintain a valid driver’s license from state of residency and be insurable under Step By Step’s insurance carrier’s regulations.
- Must maintain a pleasant and professional demeanor at all times in order to remain open and accessible to all co-workers, management staff, and outside contacts.
- Must be willing and able to attend conferences, seminars, trainings and meetings as instructed and serve on an Agency committees if requested.
- Must be knowledgeable of Agency services, policies and procedures.
- Must adhere to Professional Standards as set forth by the Agency and maintain confidentiality at all times.
- Must complete required training in accordance with the Agency Training Matrix.
- Must actively promote and personally observe safety and security procedures.