Receptionist - P/T (20-25 Hours Per Week)

Position Summary

The Crisis Center of Tampa Bay brings help, hope and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems. The receptionist is the first contact point for many clients and guests that may visit or call the Crisis Center of Tampa Bay. This position reports to the Vice President of Talent Management and in his or her absence the HR Generalist.

Strategic/Transformational Duties and Responsibilities

• This position requires routine switchboard work answering and transferring calls as appropriate, and assisting with routine Crisis Center clerical duties as needed. Greets all visitors of the Crisis Center and provides friendly customer service.

Transactional/Administrative Duties and Responsibilities

• Greet visitors, determine the purpose of their visit, direct them to the desired location, or notify appropriate staff.
• Perform clerical tasks such as typing correspondence, and assist with special projects within the counseling or other assigned department.
• Make calls for service for the vending machines and other calls as directed by the supervisor.
• Perform other duties as may be assigned by the supervisor.
• Responsible for accepting all deliveries. Match all deliveries to the original purchase order and verify the order is correct.
• Answer calls by the third ring in a courteous and efficient manner, route incoming calls to appropriate persons or offices, or take a detailed message and route to the appropriate party.
• Attend paraprofessional crisis counselor training classes as assigned.
• Maintain security of the main entrance to the building at all times.
• Maintains account of agency records in storage.
• Operate postage meter to postmark outgoing mail as directed.
• Notify appropriate staff of emergencies and other important matters by way of their cell phones during their absences .
• Order agency office supplies.
• Work with the Human Resources department to assist with the hiring process through pre-screening questionnaires, setting up interviews, processing new hire paperwork, completing references, etc.

Required Competencies

• Adaptability - Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast-paced environment. Is reliable, dependable and results-oriented. Maintains productivity and composure under pressure. Effectively prioritizes work and establishes clear goals and plans.
• Valuing & Fostering Diversity - Demonstrating respect for individual differences and establishing a climate where all people can be comfortable and productive through sensitivity, empathy, and acceptance of cultural, racial, mental health, and socio-economic diversity.
• Cooperation/Teamwork - Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Self-Management- Taking of responsibility for one’s behavior and well-being; Working effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast-paced environment, and needs minimal supervision; Exhibiting a professional demeanor.
• Judgment- Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Engaging Communication -Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External)- Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively
• Problem Solving -Views problems as opportunities to create new solutions. Anticipates potential problems and analyzes alternative solutions.

Education And Experience

• Requires ability to operate telephone system.
• Six months experience with a similar type of switchboard desirable, but not required.
• Requires good manual dexterity and the ability to determine the needs of the calling parties with speed and clarity.
• High school diploma or possession of a GED Certificate.
• Computer literate.
• Bi-lingual (Spanish) is helpful but not required.
• Windows-based computer system (including Word and Outlook software).

Knowledge, Skills, And Abilities

• S kill in operation of a word processing program on a personal computer.
• A bility to follow established procedures.
• Ability to operate telephone switchboard equipment.
• Knowledge of general office policies, practices, and procedures.
• Ability to follow oral and written instructions.
• Ability to work effectively with others.
• Knowledge of community resources.
• Ability to locate offices or individuals promptly.
• Ability to tactfully deal with the public, including irate callers/visitors.
• Ability to answer the telephone efficiently, clearly and courteously.

Physical Demands/Working Conditions

Physical Requirement: The position requires good hand-eye coordination, arm, and hand and finger dexterity, including ability to visual acuity to use a keyboard. Must be able to sit for long periods of time.

Working Conditions : Duties are performed in an office setting. The noise level is moderate.

Travel : None

Hours : Tuesday-Wednesday-Thursday 8:00am-4:00pm. Will need to provide additional coverage when F/T navigator is unavailable