Receptionist (Suffolk) Jobs

The Receptionist ensures a positive first impression to all visitors, answers the telephone, grants visitors access to the building, and performs administrative tasks for the agency.

RESPONSIBILITIES

Administrative:

• Maintain postage machine by keeping it updated with postage rates; add postage regularly and order ink as needed.
• Assist Development Department in issuing and distributing donation receipts for in-kind items; maintain in-kind donation log; instruct volunteers on entering item donations; store items in donation room.
• Maintain a log and distribute visitor and vendor badges for the building.
• Clearly answer and disperse all incoming calls and take written messages when needed.
• Prepare and distribute incoming and outgoing mail, shipments, and faxes.
• Manage and maintain agency copiers; call for copier maintenance/repair when needed; train other staff members in use of copiers. Order supplies for copiers as necessary.
• Write receipts for all rent/deposit payments, cash, and gift card donations received at administrative office; make copies of donations and bring monetary gifts to Finance Department.
• Prepare and maintain staff, intern, and visitor sign-in logs.
• Maintain security of agency entrance door by buzzing people in.
• Assist employees in the preparation, organization and success of Thanksgiving Baskets program, Holiday Toy Shop, Art Auction, and other special events.
• Maintain neat and clean appearance in reception area and staff workroom.
• Assist with entering maintenance requests for Birdsong in Facility Dude database; ensure supplies are obtained and procedures are followed in the event of inclement weather.
• Greet and properly direct all agency visitors.
• Keep a log (donor name / date / amount / check #) of all checks and cash received at front door via walk-ins or via U.S. mail.
• Assist with communication to cleaning company.
• Place bi-weekly supply orders with Landmark office receptionist to ensure adequate supply of cleaning items, paper products, office supplies, and copier supplies.
• Assist Volunteer Coordinator as on-site liaison for volunteer coordination and supervision
• Assist with the buildings recycling.

Customer Service:

• Provide service to internal and external customers according to standards as outlined in ForKids Customer CARE Manual.

Financial Management:

• Acknowledge and follow financial policies of the agency.
• Use agency resources (financial and non-financial) prudently.

Grants Data Management:

• Accurately complete all required data reporting in accordance with established guidelines.

Community Engagement:

• Participate in development and fundraising activities as needed and requested (ex: meeting with donors, attending fundraising events).
• Regularly engage, support and collaborate with volunteers to provide a meaningful experience.

QUALIFICATIONS

Education and Experience: Must have a high school diploma or GED and a minimum of two years office experience.

Essential Functions, Knowledge, Skills and Abilities:

• Ability to lift at least 25 lbs, bend, crouch, sit for long periods, walk daily, and climb ladders and stairs occasionally.
• Ability to combine pieces of information to form conclusions or results.
• Ability to communicate ideas so others will understand.
• Ability to enter data accurately and efficiently.
• Knowledge of the basic principles of customer service.
• Knowledge of Microsoft Office programs and the internet.
• Ability to see details at close range (within a few feet).
• Skilled at active listening, time management, speaking to others, critical thinking, problem solving, and reading comprehension.
• Ability to listen to and understand information and ideas spoken and read.
• Valid drivers license with no more than three minor moving violations and/or accidents combined within the last 3 years, and no major moving violations in the past five years.