Receptionist- Support Services

Job Title: Receptionist - Support Services

Program: Support Services

Supervisor: Support Services Manager

General Summary

In the receptionist role, this team member performs clerical tasks in support of Vida’s mission. The receptionist acts as the “first impression” greeting clients, answering the phone, and allowing access to the building through our security system, in a professional and respectful manner. The receptionist presents Vida as a life-affirming organization qualified and desiring to serve the caller/visitor in a caring and respectful manner.

Primary Responsibilities

1. Answers all calls and connects the caller to the proper individual in a timely fashion. Greets all guests, including clients, in a professional, friendly tone that conveys the caring and serving attitude of the organization.

2. Assist with other administrative work connected to client resources when needed. Key person in keeping resource binder and resources in shared files updated for staff and mentors

3. Provides clients with appropriate paperwork and informs mentors of appointment arrivals

4. Maintains client confidentiality

5. Be aware and communicate schedule changes to staff and volunteers

6. Receives material and monetary donations and provides tax receipts as appropriate and in compliance with pertinent policy and IRS guidelines. Provides appropriate organization information

7. Maintains knowledge and understanding of programs and personnel connected with each program

8. Maintains a schedule of and be knowledgeable about upcoming events connected with Vida. Provides this information to callers and visitors as appropriate.

9. Assists staff and volunteers with daily tasks as requested by the Support Services manager and supervisors. Tasks may include recording information, copying, and assembling materials, sorting materials, filing, and placing phone calls.

10. Performs special projects or tasks as assigned by Support Services manager and supervisors.

11. Maintain appropriate supplies in the reception and other office areas.

12. Communicate with LiveWire, OTG, and other maintenance issues

13. Assist Marketing Manager with creation and posting of flyers/client program advertisements

14. Run monthly reports as requested by Support Services Manager or Executive Director and for monthly Board meetings

15. Record inventory sheets into Salesforce

Supervision/Direction (Received/Exercised)

Work is performed independently with periodic review. Employee organizes work and sets priorities based on schedule and office priorities established by Support Services Manager and supervisors. Manager regularly reviews non-routine work and periodically reviews routine work.

Qualifications

1. Professional and pleasant business oral communication skills, including an outgoing, pleasant and respectful tone of voice both in person and on the phone. Good listening skills, calm discernment. Basic written communication skills and strong organizational skills. Customer service mindset.

2. Ability to multi-task in busy environment.

3. Willingness and ability to learn more about Vida’s programs to better serve the clients and callers needing information.

4. Willingness and ability to abide by the office policies.

5. Willingness and ability to serve clients and other Vida constituencies (including other staff, donors, vendors, etc.) in a professional way that honors, supports and promotes Vida’s mission.

6. Willingness and ability to demonstrate commitment to Vida’s mission in the execution of position responsibilities.

7. High school graduation or GED strongly preferred

8. Prior experience and/or training as receptionist or in other office skills strongly preferred.

9. Basic word processing/data entry skills, including working knowledge of Microsoft Word and Outlook, preferred.

The above describes the general nature of the job and is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities and working conditions.

Skills:
- Clerical skills
- Office management skills
- Medical receptionist experience is a plus
- Calendar management
- Project coordination abilities
- Typing proficiency
- Administrative skills
- Ability to transcribe notes accurately
- Familiarity with medical office procedures is beneficial
- Strong customer support skills

If you are a motivated individual with excellent organizational skills and a passion for providing exceptional customer service, we would love to hear from you. Apply now to join our team as a Receptionist!

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Benefits:

• Health savings account
• Paid time off

Ability to Relocate:

• Appleton, WI: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $19