Receptionist

POSITION TITLE: RECEPTIONIST/OFFICE ASSISTANT   

REPORTS TO: Chief Operating Officer 

SUPERVISES: N/A 

SCHEDULE:  In office from 8:45am-4:45pm Monday through Friday, which includes a one hour paid lunch break

POSITION SUMMARY: 

Create a welcoming, clean, organized and confidential environment for guests and staff. Responsible for front desk hospitality; main phone line; mailroom; supplies ordering; coordinating facility maintenance; and donations tracking and acknowledgements.  Support board, development, operations and administrative functions. 

RESPONSIBILITIES: 

RECEPTIONIST 

• Welcome visitors to our building, direct them to appropriate staff, hand out materials, and ensure a positive and professional experience at the front desk.  
• Manage a multi-line phone system, answer calls promptly and correctly, forward calls and voicemails and set voice mail greetings. 
• Maintain office safety and security by opening and closing the office each day and by controlling entry into the office areas. 
• Maintain working knowledge of agency programs in order to provide the necessary information for phone and in person inquiries. 
• Handle incoming/outgoing mail; accept package deliveries, log payments. 
• Monitor and restock marketing materials, maintain appropriate signage and artwork in public spaces. 
• Train, schedule and organize staff and volunteers to ensure front desk coverage at all times, including days off. 

FACILITIES MANAGEMENT/HOSPITALITY 

• Maintain a clean, comfortable, and attractive environment in office common spaces. 
• Stock, organize and order supplies for office, bathroom, cleaning and kitchen. 
• Maintain office equipment including postage machine, copiers and fax machine. 
• Oversee scheduled maintenance and cleaning services, including office cleaning, parking lot maintenance, recycling and garbage, and HVAC maintenance.  
• Maintain list of repair and maintenance needs. Manage service calls for office equipment and building maintenance.  
• Coordinate use of conference rooms, including scheduling, room setup, and food orders for staff, board, and other groups. Set up tech equipment for hybrid meetings.? 
• Set up offices for new staff: manage equipment and furniture, name plates and signage. 
• Serve as primary contact for external partners using shared office or clinic space.  

DONOR SUPPORT 

• Accept, unpack, inventory, and acknowledge in-kind donations. 
• Process check and online cash donations: enter contributions into donor database. 
• Keep donor database current with correct donor and address information. 
• Prepare acknowledgement letters for all donors. 
• Coordinate and prepare donor solicitation mailings. 

BOARD SUPPORT 

• Provide logistical support to Chief Executive Officer for board and committee meetings, e.g., scheduling, handouts, refreshments, room setup, virtual links, etc. 
• Collect, mail, distribute and file board correspondence, meeting communications and board and committee minutes. Maintain accurate files of all meeting materials.? 
• Maintain accurate board contact list and list of board terms, attendance and committee membership. Track board volunteer hours and commitments.?? 

OPERATIONAL SUPPORT 

• Maintain a high level of confidentiality of client, agency and staff information. 
• Act as an ambassador for Caracole in interactions with community members. 
• Develop and revise documentation systems as needed to promote efficiency.   
• Identify and pursue educational opportunities to promote professional growth. 
• Complete other duties as assigned. 

QUALIFICATIONS: 

Minimum of two years’ experience of office support duties; proficiency in MS Office applications including Word, Excel and Outlook; ability to work independently, excellent attention to detail; exceptional customer service skills. Proven ability to work harmoniously with ethnically, culturally, and racially diverse groups of individuals.  

 REQUIRED SKILLS: 

• Advanced computer and keyboarding skills, including proficiency with Microsoft Office: Outlook, Word, Excel; virtual meeting platforms, and online purchasing.  
• Read, write, speak and understand English with good verbal and written communication. 
• Ability to accurately communicate information and ideas so others will understand. 
• Ability to maintain confidentiality in verbal, print, and electronic communications. 
• Planning, accuracy and attention to detail. 
• Bilingual (Sp/En) preferred. 

PHYSICAL REQUIREMENTS: 

This position requires regular, on time attendance with minimal schedule flexibility, generally in office 8:45am-4:45pm M-F with one hour paid lunch break. The employee must be able to remain in a stationary position for multiple hours. Must operate a computer, telephone, printer, and postage machine. The employee must be able to move throughout the building, including use of stairs; must be able to lift or move up to 25 pounds. Employee must have reliable transportation to work.  

SALARY:

This position is full time, hourly (non-exempt). The pay for this position is $22.36 per hour (approx. $46,500 annually).

BENEFITS INCLUDE:

• Competitive pay; annual increases, on-demand pay advances.
• Medical health insurance, dental, and vision.
• At no cost to the employee: short-term disability insurance, long-term disability insurance, life insurance, and employee assistance program.
• 401k retirement plan with a company match.
• Paid paternity leave.
• Generous paid time off includes 11 paid holidays, up to 5 weeks of sick and vacation time off in your first year, and one community service day.
• Nonprofit student loan forgiveness program.
• Annual training allowance for all staff to continue their education
• Social work license supervision towards independent licensure, and continuing education credits.
• Opportunities for internship or practicum supervision
• Mission-focused local service agency with a focus on high-quality services and high-quality employment.
• A friendly, progressive, recovery-friendly and inclusive environment that values people.

Caracole is an equal opportunity employer. We are proactively seeking a diverse applicant pool. Reflective of our strategic and client needs, we welcome applications from individuals who live with HIV or are at risk for HIV.