Receptionist

Essential Duties and Responsibilities:

  • Answer telephone with courtesy, respect, and helpfulness.  Carefully and completely document messages within confidentiality constraints.

  • Provide administrative support as directed by the Director of Administrative Services

  • Prioritize, route, and handle routine tasks independently.

  • Prepare and assist in the preparation of reports, summaries, review, and update documents.

  • Establish and maintain files, photocopy, send faxes and correlate material as required.

  • Maintain own work site and reception area.  Ensure area is always neat and orderly.

  • Greet all visitors with courtesy, respect, and helpfulness.

  • Notify staff when they have visitors/clients to see them.

  • Maintain ample supply of new client folders for use by counselors.

  • Maintain an informational referral directory.

  • Oversee and monitor volunteer and community service personnel, log time and work performed.

  • Maintain data base and track discharged clients and shred charts when applicable.

  • Maintain stamp log and Cash Receipt log.

  • Provide information regarding STAR Council services and schedules.  Disseminate brochures and pamphlets.

  • All other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

  • Education and/or Experience: Minimum High School graduate, College Degree preferred.

  • Language Skills: Ability to read, analyze, and interpret technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

  • Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Computer Skills: To perform this job successfully, an individual should have working knowledge Email/Web Internet software; Excel Spreadsheets Spreadsheet software and Microsoft Word software.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies;

  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

  • Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

  • Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

  • Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

  • Interpersonal Skills - Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

  • Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

  • Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

  • Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

  • Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

  • Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

  • Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.

  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

  • Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

  • Adaptability - Adapts to changes in the work environment; Manages competing demands; Change approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

  • Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must regularly lift and /or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Additional Details: 

  • Reports To: Director of Administration Services

  • FLSA Status:  non-Exempt

  • Location: Stephenville

  • Hours: 8 am – 5 pm, Monday through Friday.

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