Clerk - Receptionist

Description:

The Receptionist serves as the first point of contact for families, staff, and visitors, providing professional, courteous, and efficient front-desk support. This role ensures smooth communication, accurate information flow, and excellent customer service while supporting the operational needs of the Early Childhood Intervention (ECI) program.

Qualifications:

Minimum Education/Certification:

• High school diploma or equivalent required.
• Prior experience in an office, customer service, or reception role preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment (multi-line phone system, copier, scanner).
• Bilingual (English/Spanish) preferred but not required.

Knowledge, Skills, and Abilities:

• Exceptional interpersonal skills and professional demeanor.
• Ability to multitask and prioritize in a busy office environment.
• Knowledge of basic office procedures, record-keeping, and scheduling.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy in data entry and documentation.
• Ability to maintain confidentiality of sensitive information.

Major Responsibilities and Duties:

• Greet families and visitors, directing them to the appropriate staff or resources.
• Maintain the front desk area, ensuring it is organized, welcoming, and professional.
• Serve as the primary point of contact for incoming calls, ensuring prompt and courteous assistance.
• Receive and document referrals over the phone, ensuring accuracy of information and timely processing.
• Provide administrative support such as filing, scanning, and scheduling.
• Assist staff with preparation of program materials and testing protocols.
• Follow all program policies, confidentiality requirements, and compliance guidelines.
• Support special projects and perform other duties as assigned to ensure smooth program operations.

Equipment Used:

• Daily use of laptop/computer, electronic health records systems, phone systems, and other office technology as needed.
• Office equipment including printers, copiers, fax machines, and filing systems.

Working Conditions:

Mental Demands:

• Strong communication and customer service skills.
• Ability to manage multiple tasks simultaneously and adapt to a fast-paced environment.
• Maintain professionalism, patience, and composure in all interactions.

Environment/Physical Demands:

• Work primarily in an office environment.
Frequent sitting, standing, and occasional lifting or carrying of office materials.

Data Security:

All ESC 3 positions are classified as security-sensitive. Employees are entrusted with sensitive personal, health, and educational data, including but not limited to:

• Sensitive Personal Information (SPI)
• Personally Identifiable Information (PII)
• Protected Health Information (PHI)
• Family Educational Records (FERPA Data)
• Federal Tax Information (FTI)

Employees are responsible for safeguarding this data at all times and for promptly reporting any instance of lost or compromised information, in accordance with ESC 3 Data Classification and Handling Policy.