Receptionist

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Section I: Position Details

Job Opening Date: June 18, 2026

Job Status: This position is part-time, 20 hours per week

Wage: $23.50/hour

Schedule:

Monday, Wednesday, Thursday: 12PM - 5PM
Tuesday: 1:30PM - 7PM

Section II - Description of Duties Performed

General Summary of Purpose of this Position:

This position serves as the first point of contact for HRDC by welcoming on-site visitors, managing the front desk, and operating a multi-line telephone system. The Receptionist provides exceptional customer service to staff, clients, volunteers, and community members while performing a variety of administrative and clerical duties that support daily operations across the agency. This includes mail distribution, payment processing, basic fiscal data entry, and general office coordination.

Primary Job Duties and Responsibilities

1. Customer Service (60%)

• Greet and assist all visitors in a professional, welcoming, and helpful manner.

• Operate a multi-line phone system and virtual voicemail service, directing calls and messages promptly and accurately.

• Maintain a working knowledge of all HRDC programs to provide accurate information, directions, applications, and referrals.

• Receive and photocopy documents for applications and program needs.

• Interact daily with clients, staff, volunteers, and donors to provide information and community resource referrals.

• Schedule and communicate front desk coverage to ensure continuous service.

• Monitor building access and lobby activity to support staff and visitor safety; assist with locking doors and reviewing camera footage as needed.

• Provide training and orientation on front desk duties and office equipment to coverage staff.

• Communicate effectively with coverage staff and supervisors to ensure continuity of operations.

2. Administrative and Clerical Support (15%)

• Receive, sort, and route incoming and outgoing mail; maintain the internal mailbox system.

• Maintain and troubleshoot office equipment; coordinate service or repairs as needed.

• Assist in ordering and maintaining office supplies.

• Prepare correspondence, reports, and forms as requested.

• Perform clerical duties such as filing, copying, scanning, and collating documents.

• Track and log incoming payments, ensuring deposits are secured in the safe.

• Assemble and distribute program application packets.

• Collect rent and issue receipts for agency rental properties.

• Occasionally distribute payroll checks to staff.

• Provide general administrative support to programs (printing, scanning, filing, and other clerical tasks).

• Retrieve and forward messages from the main voicemail box.

• Attend required meetings and training, including Behavior Review and Crisis De-escalation.

• Participate in cross-training and job shadowing as needed to support agency operations.

3. Fiscal Department Assistance (15%)

• Record and verify daily cash receipts, donations, and payments; reconcile petty cash and prepare claims.

• Maintain fiscal spreadsheets to verify deposits and payments across programs.

4. Facility Support (5%)

• Maintain cleanliness and organization of the reception area, front lobby, copy room, and supply areas.
  Assist with office safety, accessibility, and equipment readiness.

• Other duties as assigned

5. Organizational Engagement (5%)

• Attends monthly all-staff meetings

• Reads employee communications and weekly newsletters

  
  

Knowledge, Skills, and Abilities:

Experience:

• Minimum of two years of experience in administrative support, reception, or customer service preferred.

  
  

Skills & Abilities:

• Communicate and collaborate effectively with individuals from diverse backgrounds and experiences.

• Spanish proficiency is strongly preferred.

• Maintain professionalism, confidentiality, and composure under pressure.

• Work independently, prioritize tasks, and manage multiple responsibilities.

• Respond effectively and empathetically to sensitive inquiries or customer concerns

  
  

Education:

• High school diploma or GED required

  
  

Confidentiality:

• This position requires regular handling of sensitive and confidential client and agency information. Unauthorized disclosure could harm client interests and the organization, and may also violate state and federal privacy laws. This position may have access to reports, records, and personnel files, and must exercise the highest level of discretion, judgment, and confidentiality at all times.

  
  

Language Skills:

• Read and comprehend instructions and communicate clearly with staff and the public.

• Prepare and interpret routine correspondence and reports

• Bilingual Spanish-speaking is strongly preferred

  
  

Mathematical / Money-Handling Skills:

• Perform basic math functions (add, subtract, multiply, divide).

• Handle all HRDC cash receipts, donations, postage, petty cash, and rental payments with accuracy and accountability.

  
  

Reasoning and Problem Solving:

• Apply sound judgment and common sense to carry out written and verbal instructions.

• Manage routine issues independently; refer complex or unusual matters to a supervisor.

  
  

Computer and Technology Skills:

• Proficient in Microsoft Office (Word, Excel, Outlook) and web-based applications.

• Operate multi-line phone systems, copiers, and fax machines.

• Accurately type at a minimum of 55 WPM and demonstrate 10-key competency.

• Utilize databases, spreadsheets, and email for daily communication and documentation.

  
  

Supervision Received:

• Operates under the general supervision of an assigned supervisor.

  
  

Supervisory Responsibilities:

• None.

  
  

Decision-Making and Judgment:

• Exercises discretion and sound judgment in handling confidential information.

• Uses judgment to resolve routine questions and issues; refers complex problems to supervisor.

• Errors may impact agency-wide service provision or customer experience.

  
  

Financial Responsibility:

• Handles agency funds including rent payments, donations, and petty cash.

• Responsible for maintaining accurate cash logs and secure handling of deposits.

• Authorized to approve purchase orders for office supplies.

  
  

Personal Contacts and Communication:

• Daily interaction with the public, clients, and agency staff.

• Regular collaboration with program directors, managers, and executives.

• Frequent contact with partner agencies and occasional contact with auditors or funding representatives.

  
  

Working Conditions:

• Work is performed in a professional office setting.

• Occasional exposure to individuals experiencing crisis or emotional distress.

• Must remain calm, professional, and solution-focused in all interactions.

  
  

Physical, Mental, and Emotional Requirements:

• Regularly required to sit, stand, walk, reach, and use hands and fingers.

• Occasionally lift or move up to 30 pounds.

• Must be able to manage multiple priorities and meet deadlines.

• Requires visual and auditory acuity sufficient for daily administrative tasks.

  
  

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Assigned duties and responsibilities may be added, removed, or changed at any time as organizational needs evolve.