Receptionist

Description

Position Summary

Heartshare St. Vincent’s Services is hiring a receptionist to support front desk work and warmly greet all employees, visitors and clients. The Receptionist is the first point of contact for employees, clients, visitors, staff, and stakeholders. The Receptionist serves visitors by greeting, welcoming and directing them appropriately and notifying agency personnel of visitor’s arrival. They will be highly organized and professional as well as have strong communication skills both on the telephone and via in person. They will work with security to maintain a safe and warm environment for our clients, visitors and staff. The ideal candidate will embody Heartshare’s values of respect, responsiveness and warmth, while maintaining a professional and efficient front desk environment.

Responsibilities

Primary Responsibilities and Essential Functions of Position

• Provide front desk coverage for the first-floor reception area. Represent the organization both within and outside of the work environment in a manner that promote the mission, vision and values of the agency.
• Greet all visitors, clients and staff warmly and professionally creating a positive first impression for the organization.
• Answer, screen, and route incoming phone calls to the appropriate person.
• Provide accurate information regarding programs and services and answer inquiries from clients and visitors.
• Use positive approaches when handling difficult clients and situations. Avoid gossip and negative discussions.
• Remain flexible, sensitive and responsive to cultural differences of the programs, clients and staff.
• Schedule conference rooms via WorxHub for staff.
• Coordinate with staff regarding appointments, meetings, and deliveries.
• Sort and distribute incoming agency mail & deliveries to the correct staff and departments and inform staff of deliveries via phone or email and ensure that outgoing mail is disbursed to the appropriate boxes.
• Maintain cleanliness and organization of the reception area.
• Monitor and enforce visitor sign-in procedures and building security protocols.
• Disburse drug screening forms to staff for their clients as well as notify staff when screening results are available for pick up and maintain a log/signature sheet of all drug screenings.
• Perform diligent searches on clients for the staff and the legal department.
• Handle sensitive and confidential information with discretion.
• Perform light administrative duties such as filing, data entry, and document preparation.
• When necessary, assist with the coordination and execution of special events, such as holiday gift giving, holiday parties for the children in care and staff functions.
• Support various departments with administrative tasks as needed
• Other tasks and duties as assigned
  
  

Qualifications

Qualifications

• Associates Degree or equivalent; additional certification in Office Management is a plus
• Prior Customer service experience or customer facing environment with friendly demeanor is a plus
• Professional attitude and appearance
• Excellent organization skills
• Strong attention to details
• Solid written and verbal communication skills
• Ability to be resourceful, a problem-solver, proactive and gracefully assist unhappy or difficult clients, visitors and staff when issues arise
• Multitasking and time management skills, with the ability to prioritize tasks
• Notary or willingness to learn Notary a plus
• Basic computer proficiency – familiarity with office software (e.g., Microsoft Office, email systems) and phone systems
• Hands on experience with office equipment (e.g., fax machines and printers)