Receptionist/Customer Care

JOB DESCRIPTION

Position Title Receptionist/Customer Care Reports To Child Assessment Program Director Primary Description:

Serves as the primary point of contact during normal operating hours, receiving and directing incoming calls, Sunflower House clients and visitors in a friendly and professional manner. Provides coverage of the waiting area, assisting child clients and their family members to ensure their comfort and privacy to the extent possible. Coordinates building maintenance for the CEO.

Specific Responsibilities:

Receive and direct incoming calls providing information and referrals to appropriate staff. Greet and assist visitors and clients of Sunflower House. Ensure safety procedures are followed regarding entry into the building. Attend to guests in the waiting area, assisting clients and their family members to ensure their comfort and privacy to the extent possible. Take children to the teddy bear showcase and offer drinks and snacks. Collect and distribute incoming mail. Schedule and coordinate annual inspections. Inform the CEO of building maintenance issues, and coordinate repairs with volunteer or hired repair persons. As directed, collects periodic bids for building operations services. Prepare bank deposit slips and process checks remotely to the bank. Prepare a weekly calendar appointment schedule for the front desk. Collect receipts and reconcile the monthly credit card statements. Notify staff/supervisor of documentation needed for employee records. Prepare the boardroom for board meetings. Assist Directors and President/CEO with administrative duties as assigned. Prepare mail materials for mail campaigns, events, and donor communications. Schedule and complete bi-annual fire drills and tornado drills for the agency. Monthly, check all emergency lights to ensure they are working properly. Record service request log. Keep the Emergency Procedure Manual maintained with current contact information. Utilize the Raptor System to check in Volunteers/Guests and Contractors by recording their name, reason for visit and business, when applicable Other duties as assigned

Basic Requirements:

Bachelor degree preferred, minimum high school diploma. Must demonstrate professional appearance, pleasant telephone and interpersonal demeanor. Ability to interact effectively and confidently with partners, consumers, staff, board and volunteers; attuned to and respectful of cultural differences, and ability to remain sensitive and demonstrate appropriate boundaries with all constituents. Administrative experience, strong written, organizational skills, detail oriented, and proficient in Microsoft Office essential. DAILY Get mail from the mailbox, open and distribute all incoming mail. Answer phones and direct calls. Warmly greet and assist all clients and visitors to identify the purpose of their visit, and sign appropriate intake and/or confidentiality forms. Offer beverages and supervise children in the waiting area. Take children to the teddy bear showcase and offer drinks and snacks. Tidy the family room. Prepare bank deposit slips and process checks using the remote scanner. Complete envelopes and mail donor letters WEEKLY Monitor cleaning service and communicate concerns with the service company supervisor Monitor building contractors, such as Alarm, Phones, Lawn Care, Toshiba, Iron Mountain Shredding, etc. Maintain accurate records and vendor contact list ensuring that it is updated on google drive, printed and at the front desk. Send electronic copies to President/CEO MONTHLY Reconcile credit card statements and receipts Ensure employee records are current Prepare the boardroom for Board meetings

ANNUALLY

Schedule and coordinate annual inspections Maintain records of inspections and reports Complete mandatory fire, tornado and safety drills.

AS NECESSARY

Fix copier jams, replace toner, and monitor usage. Inform the CEO of maintenance needs/repairs and contact volunteer or repair persons. Check in all volunteers and vendors in the RAPTOR system. Other duties as assigned Hours to be worked:

Monday:

8:30-5:00,

Tuesday:

8:30-2:30,

Wednesday:

8:30-2:30,

Thursday:

8:30-2:30, Friday-OFF. Hours may vary on occassion. Physical/Environmental / Other Lift 25 pounds routinely Bend, sit, stoop on a regular basis Work in an often-stressful environment, requiring quick thinking in difficult situations Valid driver's license and the ability to travel in and around the region Ability to effectively use all tools, devices, equipment, computer systems required to fulfill essential functions of the position

Pay:

$17.00 - $19.00 per hour

Benefits:

Employee assistance program Flexible schedule Paid time off

Work Location:

In person