• Receiving visitors and clients, determining nature of their visit and notifying appropriate staff.
• Answering and transferring telephone calls.
• Providing general office and clerical support to a program/department.
• Representing Five Acres to callers, clients and visitors in a friendly, professional manner.

• Provides reception services, greets visitors, ascertains nature of business, signs-in visitors and directs visitors to appropriate person, issues visitor’s pass when required.
• Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff. Places outgoing phone calls as needed.
• Records accurate phone messages including name, time of call, nature of business and person called upon.
• Checks Agency/program voice mail throughout the day and answers or directs messages to appropriate personnel.
• Ensures adequate coverage of the receptionist desk throughout the business day.
• Maintains general reception area and personal work area to ensure clean and professional business appearance.
• Performs clerical duties which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry and distributing Agency communications.
• Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail. Assures adequate funding on postage meter at all times.
• Creates, maintains and updates program or department files.
• Assists in the maintenance of office equipment including computers, telephone systems, copiers, fax machines and other types of office equipment; calls for service when necessary.
• Gathers and organizes data and prepares documents and reports for review as directed.
• Assists in the ordering and distribution of office supplies.
• Assists in assuring all safety and health standards are followed and responds to safety issues within the facility in a timely manner; ensures security by locking/unlocking cabinets and/or doors in accordance with instructions.
• Develops and maintains administrative and clerical skills through seminars, workshops or other forms of training/education.
• Attends and actively participates in staff meetings.
• Maintains confidentiality regarding children, families, and operations of the agency.

To perform effectively in this position, the incumbent is required to have:

• Knowledge of business English, spelling, punctuation, and general office practices and procedures
• Excellent customer service skills with ability to provide prompt, friendly courteous service to callers, visitors, clients and staff
• Basic computer skills in Microsoft Office
• Effective verbal communication skills - bi-lingual skills in Spanish/English preferred
• Effective work organization skills and ability to work with minimal supervision
• Ability to be flexible and work in a changing environment
• Ability to solve problems and make routine recommendations
• Ability to maintain First Aid/CPR Certification
• Ability to work varied hours including evenings, nights and weekends, if needed.
• Sensitivity to the different cultures represented among the clients, families and staff.