Position: Receptionist

We are recruiting for a receptionist who will work at our main location on 7^th Avenue in Santa Cruz on three evenings and Saturday mornings – as well as provide on-call coverage as needed.  Responsibilities include answering incoming calls, meeting and greeting clients, taking payments and additional office responsibilities.  Must have a commitment to providing cheerful and respectful customer service, demonstrate computer skills that include Excel, Word and Email, and dress professionally. Previous receptionist experience required.  Bilingual communication required.

Schedule

Monday/Tuesday/Thursday 5PM to 8PM; Saturday 9AM to 12PM.  Provide on-call coverage during normal office hours or evening shifts.

General Duties

• Adept at using all features of the telephone system and voice mail.
• As directed, prepares and processes outgoing mail to include: accurate weighing; coding; sorting; affixing postage; properly addressing; and preparing certified/overnight/return receipt mail.  Delivers mail to post office/post box on time.
• As needed, assists with clerical tasks to include typing, filing, proofreading, and maintenance of service logs and data entry.
• As needed, informs supervisor in advance as to supply needs and if office/kitchen appliances are not functioning properly.
• Ensures that office equipment (i.e. copy machines, telephones, etc.) is maintained and operated properly by all staff.
• Assists clients/staff/volunteers/visitors park properly at the main office location.
• Develops and maintains comprehensive knowledge of community resources; provides information, referrals and follow-up.
• Ensures coffee station is maintained throughout the day.
• Ensures kitchen/kitchen appliances and bathrooms are kept neat, clean and stocked with appropriate supplies.
• Ensures knowledge of staff whereabouts and maintains accurate and complete sign-in/sign-out procedures for on-site staff and clients.
• Exhibits genuine concern for clients and always conducts oneself appropriately and professionally.
• Keeps immediate supervisor well-informed of activities, results of efforts and problems identified/potential problems; recommends corrective actions to immediate supervisor.
• Maintains systems for the safe and accurate collection of fees.
• Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts into appropriate folders for distribution.
• Performs routine office tasks necessary for the operation and presentation of a professional office as observed by the supervisor.
• Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages.
• Respects and protects the Human Rights of clients coming to Janus.
• Respects confidentiality in discussing client/client, staff, volunteers and organizational matters.
• Signs for deliveries when necessary and notifies recipients.
• Tracks the source of how callers were referred to Janus.
• When on duty, ensures the reception station is staffed 100% of the time.
• Reports to work regularly and on time.
• Assists in other duties as needed and directed.

Requirements

• Bilingual in English and Spanish
• Ability to utilize efficient, productive work habits
• Establish appropriate priorities for timely and accurate completion of tasks.
• Complete all work within expected time frames.
• Consistently respond positively, with creative problem solving, to changing work environment demands and pressures.
• Identify problems proactively and offer constructive suggestions for corrective action.
• Take initiative and responsibility to obtain knowledge and skills to improve performance.
• Ability to multitask and accomplish assignments on a timely manner.
• Cognitive and intellectual capacity to comprehend and administer organization & policies and procedures.
• Physical ability to safely perform job functions with or without the aid of mechanical devices. Able to lift and carry items around 15 lbs in weight.
• Manual dexterity and gross motor skills sufficient to operate a computer or manually complete required documentation in a legible and timely manner.
• Ability to effectively perform job responsibilities in a high stress environment.