Receptionist (part-time)

Job Description

Job Description

Salary : Starting salary range $24.08

REPORTS TO : Director of Impact & Strategy

SUPERVISES : N / A

POSITION TYPE : Part-time, nonexempt

SCHEDULE : Up to 20 hours / week, based on contract funding

Priority deadline : 8 a.m. on Tuesday, February 18, 2025

BENEFITS :

• 401(k) Retirement Plan : Eligibility begins in the first month after hire date. Vesting rules apply.
• Paid Time Off (PTO) : Employees begin accruing PTO the first day of employment as detailed below

Employees with 0-5 Years of Service = accrue 0.075 hours per hour worked

Employees schedule to work 35-40 hours = 16 VTO hours

Voting Leave as needed upon request

JOB SUMMARY : The receptionist serves as back-up for our full-time Senior Receptionist and provides support to administrative and program staff in a multi-program community services agency. This position greets clients and other visitors; answers an eight-line telephone system; operates copiers, fax machine, postage machine, and computer; and performs other administrative support duties. This position is the first point of contact for all callers and visitors and requires friendliness and tact. Knowledge of all of the agencys programs will be necessary to initially determine clients and others needs and to guide them to the proper staff or program.

OVERVIEW OF RESPONSIBILITIES : Includes, but is not limited to :

1. Receptionist duties

a. Answer multiple-line telephone system for the office.

b. Screen incoming calls for connection with the appropriate person / program.

c. Screen walk-in clients and refer to the appropriate staff / program, take a message, or make referral(s) to other agencies / organizations.

d. Track all calls and client walk-ins by program, record in database.

e. Receive and record incoming faxes; deliver to recipient; assist staff with faxes as needed.

f. Notify staff of faxes and packages that have arrived.

g. Keep reception and lobby areas neat, orderly and clean during working hours (providing coloring materials, childrens books, removing expired flyers, picking up loose papers).

h. Forward public inquiry emails to designated staff.

i. Book conference rooms for staff as requested.

j. Post daily room reservation scheduled on all meeting rooms each morning.

k. Put away supplies and copy paper.

2. Information sharing / retention

a. Keep bulletin board updated.

b. Keep the lobby information centers (rack cards) stocked and neat.

c. Update phone messages and post notices of hour changes on front doors.

3. Mail

a. Date-stamp and distribute all incoming mail.

b. Post all checks.

4. Clerical duties

a. Assist staff with data processing as needed.

b. Assist staff with translating information into Spanish.

c. Data entry as required.

d. Tracking calls and client walk-ins or other information for programs as requested.

e. Record in receipts ledger and database all incoming checks and cash, and deposit in safe for Fiscal Department pick-up.

f. Date-stamp all job applications, place in HR's mailbox, and email HR.

g. Manage the Staples order.

h. Track food / gas cards.

i. Schedule appointments for staff as requested.

j. Prepare checks for mailing.

k. Distribute program forms and help clients complete them.

l. Other administrative support as requested.

5. Attendance expectations :

a. Demonstrate regular and reliable physical attendance, requesting any scheduled leave in advance and any unscheduled leave with the supervisor as soon as reasonably possible.

b. Attend all scheduled staff meetings as required.

c. Attend training sessions as required by the funding source or the agency.

6. Performs other related duties as assigned

QUALIFICATIONS :

Education & Experience

Relevant experience and / or education may be substituted for either education or work history.

High school diploma or GED

Two (2) years of experience in office management, human resources, or business administration.

Bilingual (English / Spanish), required

Knowledge, Skills & Abilities

Ability to provide excellent, culturally competent customer service and work well with all BMAC stakeholders.

Ability to learn basics about all BMAC programs to properly refer callers and walk-in clients.

Ability to maintain calm under pressure and de-escalate difficult situations.`

Excellent oral, written and comprehension skills in English and Spanish languages.

Proficiency in working with computer applications, including spreadsheets, word processing, database management, and web-based applications. Experience with Microsoft Office, Teams, SharePoint, or other information systems preferred.

Strong organizational skills, with a demonstrated ability to prioritize, pay attention to details, manage and complete multiple projects.

Ability to write legibly.

Ability and willingness to learn new skills.

Ability to work in an open office setting and multitask with frequent interruptions.

Positively and actively contribute to BMACs core values of diversity, equity and inclusion; dignity; accountability; and spirit of service.

Ability to maintain confidentiality and cultivate trust with large, diverse workforce.

Ability to exercise good judgement in evaluating situations and making decisions.

Strong analytical, initiative and collaboration skills with the proven ability to work in a self- directed manner, under pressure and tight deadlines.

Demonstrated ability to foster and maintain positive professional working relationships.

WORK ENVIRONMENT : Work to take place in an office environment, primarily (but not limited to) the receptionists desk. May require some infrequent local travel.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals to perform essential functions.

Prolonged sedentary periods at desk and working on a computer. Occasional moving up to 20 lbs.

NOTE : This is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of BMAC are expected to perform tasks as assigned by supervisory / management personnel, regardless of job title or routine job duties.

Salary : $24