Receptionist

POSITION OVERVIEW: Under the supervision of the Facilities Manager, the Receptionist will monitor the lobby, welcoming and greeting participants who enter the building. The Receptionist will be responsible for answering the phone, distributing mail and other clerical duties assigned. The Receptionist may be called into work in the event of another receptionist’s absence. Position is evening and weekend overs; candidate must be flexible and willing to work around these times.

REQUIRED QUALIFICATIONS: High School Diploma or equivalent and 1 year of clerical / reception office experience. Proficiency in Microsoft office. Type 30 wpm, good organizational skills and written and oral communication skills. Must be flexible with work schedule and capable of carrying out both verbal and written instructions.

PREFERRED QUALIFICATIONS: Bilingual (Spanish/English) preferred. Willing to travel throughout Manhattan Borough.

Responsibilities

• Create a welcoming environment, greeting all participants warmly and treating each with respect; maintain order and monitor lobby at all times
• Direct participants and guests to the appropriate staff and/or location
• Responsible for answering the telephone system in a courteous and prompt manner, screening appropriately and transferring callers to staff or their voicemail
• Manage efax
• Have knowledge of all Hudson Guild programs
• Keep copies of current program information, flyers and procedures ensuring they are posted/ available to participants at all times
• Distribute incoming mail; responsible for outgoing mail
• Enter delivered packages in the log book and notify appropriate staff when packages arrive
• Responsible for calling messenger service
• Ensure that lobby displays a good appearance and maintenance needs in the lobby are fulfilled in a timely fashion
• Responsible for maintenance of lobby bulletin boards, making sure materials follows guidelines, are approved and current
• Keep program administrators and/or supervisors informed of unusual, problematic or emergency situations related to reception area or program participants
• Be aware of programmatic targets and goals and work towards these in all activities provided to participants
• Collect and enter required data in a timely manner
• Engage in professional development and apply learned knowledge towards using evidence-based best practices
• Engage in data analysis processes conducted by the Evaluation and Quality team to determine strengths and areas for improvement and follow action steps in the Continuous Quality Improvement (CQI) process
• Assist in carrying out and participate in Community Building activities to support organizational effectiveness and outreach
• Other related duties assigned
  
  

WORKING CONDITIONS: Typical office setting that may require occasional travel between multiple sites consistent with a community center environment. This position is evening and weekend hours.

PHYSICAL REQUIREMENTS: Position requires frequent communication with participants, management, and staff. Occasionally remain in a stationary position, as well as frequently operate a computer and other office machinery, such as phone and copy machine. Occasionally lift up to 20 lbs.

Hudson Guild is an Equal Opportunity Employer.