Receptionist - Greenwich, United States - Abilis Inc

Description

POSITION:
Receptionist


PROGRAM:
Administrative Services


SCHEDULED WORK TIME:
Monday through Friday, 8:30 am to 5:00 pm.

This is a full-time, non-exempt position.





REPORTS TO:
Office Manager/Executive Assistant

Under the direction of the Office Manager, the Receptionist provides a positive first impression of Abilis while facilitating the functions and responsibilities assigned to the front desk.

POSITION RESPONSIBILITIES:

Reception

• Answer telephone as calls received; direct calls to the appropriate resource or take message as needed.
• Respond to inquiries/requests for information from individuals, families, staff, volunteers, vendors, and members of the public.
• Greet and direct visitors; ensures visitors and staff are professionally supported.

Building Security

• Security cameras are monitored for activity. Director of Operations and/or Chief Operating Officer notified in the case of unusual activity.
• Visitors and unknown persons, once identified visually and via intercom, are admitted and issued visitor passes after signing visitors' book. Passes are collected prior to individuals leaving the building.
• Solicitors are prohibited and should not be allowed in the building.

Mail/Fax/Pouches

• Special attention is paid to medical pouches, ensuring contents are delivered to appropriate personnel upon receipt
• House and other pouches are received in daily. Mail and other items are inserted in the pouches during the day and are sent out with vehicles at the end of the program day. Supplies marked by the Dire tor of Operations for individual houses are sent along with the pouches as appropriate.
• Medical reports received through internal or external mail or by fax are delivered promptly to appropriate staff.
• Internal and external mail is handled upon receipt; all mail should be opened and date stamped, then distributed in mailboxes or pouches as appropriate.

Mail/Fax/Pouches (continued)

• Outgoing mail should be stamped and placed in the outbox prior to the arrival of the mailman.
• Faxes are sent on behalf of staff members as needed. Incoming faxes will be placed in recipient's mailbox and the appropriate staff member notified of arrival
• Overnight and courier packages are completed and called in for pickup. Ensure that adequate supplies are ordered and maintained

Van Keys/Vehicle Logs

• Maintain physical control, and distribution/return, of all vehicle keys. Maintain vehicle log and ensure that it is completely/correctly filled out.

Cash and Accounts Receivable

• Receive in and process cash and check payments received through the mail, from the internal lockbox, cash received for activities, donations, or other payments. Payments received should be processed the day of receipt and as soon as practicable and should be controlled and recorded as outlined in the attached Accounting Department checklist. This includes providing cash receipts, recording all payments (cash, checks) in an Excel spreadsheet and providing duplicate copies of checks as necessary
• For cash and checks received follow the procedures Cash Handling and Mail Payment Processing.

Office Services

• Support administrative services by completing office tasks as assigned, including but not limited to copying/scanning, creating/updating Microsoft Office documents, and filing.
• Upon request, reserve conference rooms for staff
• Timesheets are collected and logged for each pay period.
• Order/replace toner, paper, and other supplies in the reception area and for the main copier on the first floor as needed
• Ensure that the reception and copier areas are maintained in a neat and orderly fashion

People We Serve

• Help direct and interact with people we serve, particularly during day program arrival and departure times,
• Mentor/assist people we serve to perform clerical duties as appropriate such as photocopying, stuffing and stamping envelopes for mailing, coordinating the internal mail pouches, and answering the telephone. Report progress and any issues to individual's support staff

Confidentiality

Exercise care in handling confidential and sensitive information relating to the internal affairs of Abilis (particularly as it relates to the staff, individual and families served) and ensure compliance with organization policies and state and federal laws.

Education:
High school diploma or its equivalency. Associates' or Bachelor's degree preferred.

Substitution for Education:
Three years of administrative support or receptionist experience.

Special Qualifications:
Strong computer skills, proficient in Microsoft Office, experience with database management preferred,