Supportive Services Receptionist/Office Aide

Alliance for Community Empowerment, Inc.

Job Description

JOB TITLE: Supportive Services Receptionist/ Office Assistant DEPT: O & P

REPORTS TO: Program Coordinator FLSA: Non-Exempt

GRADE: 7 

Job Summary: Operate the telephone in a pleasant and efficient manner. Have knowledge of all agency programs: Starting date, eligibility, and documentation required to apply. Perform record keeping and data entry. Has significant interaction with the public.

ESSENTIAL FUNCTIONS:

1. Answer and direct all incoming calls.
2. Greet clients and visitors.
3. Operate the telephone console in a pleasant and efficient manner. Have knowledge of all agency programs: starting date, eligibility, and documentation required to apply, distribute program applications, and advise where facilities/programs are available and/or operating.
4. Screen calls as necessary to determine callers’ needs/problem/reason for call and direct to appropriate department or program. Able to navigate through the IVR system and schedule appointments.
5. Take messages when staff are out of their office(s), and relay messages to the appropriate staff member(s) when they return to the office.
6. Copy all information that the client returns for completion of their application, and place it in the designated case worker’s mail slots.
7. Open, date-stamp, sort, and distribute all mail for a site.
8. Monitor usage of the copying machine, and obtain service when necessary for repair.
9. Attend periodic staff meetings.
10. Perform other related duties as assigned.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

• High School diploma or equivalent.
• One year of training and /or experience as a telephone and computer data entry
• Must take clear and concise messages
• Ability to communicate well on the phone and work effectively with clients, staff, and the general public.
• Must be able to deal courteously with the public.
• Must have a mature personality, be able to work under pressure, and possess the patience necessary to communicate with people who call/come to the agency for assistance, when the very nature of their problem or call for assistance can be an emergency situation that is upsetting to the caller.
• Ability to work in a diverse environment.
• Bilingual a plus.

PHYSICAL REQUIREMENTS

                                           HOURS/DAY

                                         0-1 1-2 2-4 4-7

Standing                            X

Sitting                                              X

Reaching                                  X

Driving                              X

Walking                            X

Twisting                                    X

Squatting                         X

Lifting                               X

Bending                                     X

Gripping                                              X

Keyboard use                                               X

AN EQUAL OPPORTUNITY EMPLOYER-THROUGH AFFIRMATIVE ACTION

05/2023

05/2023