Receptionist

Position: Front Desk/Program Support

Pay Rate; $17.51 Status: Non-Exempt

Last Revised: 08/2023 Level: 2

Definition

The Front Desk/Program Assistant staff will be responsible for greeting visitors, fielding phone calls, record maintenance, accepting registration for provider professional development training, assisting with community outreach events, assisting with provider professional development and parent training classes, and general clerical duties such as data entry and supply ordering. The Front Desk/Program Support Staff is responsible for maintaining program documentation, data entry into databases, generating and sharing reports, maintaining learning environments, and communicating with all instructors, learners and program staff.

Distinguishing Characteristics

This position has frequent public contact and needs excellent customer service skills.

Duties

• Greet visitors and callers positively and professionally by offering assistance.
• Provides information about agency and services, and area resources as appropriate.
• Refer visitors and callers to appropriate staff as needed.
• Assists with the data entry, record maintenance, preparation of materials, releasing public calendars and assisting child care providers in registering for professional development training sessions.
• Assists with completing the Nevada Registry Training Approval process and public posting of training information on Eventbrite and Zoom for Provider Professional Development Trainings.
• Receive deliveries and donations and distribute as needed.
• Update and maintain staff communication devices such as the in/out board and mailboxes, distribute faxes, update internal phone list.
• Replenish program and services information brochures available to the public.
• Keep front desk, lobby and mail area organized/presentable.
• Post all approved public notices.
• Open and close office based upon work schedule
• Performs other duties as assigned.
• Assist with the data entry, record maintenance, preparation of materials, releasing public calendars and assisting parents in registering for parenting classes.
• Assists in public communication such as generating event updates, sending reminder emails, providing completion or credit certificates and being available to assist with general administrative support for agency staff, parents or child care providers.
• Ensures all instructors and contracted trainers have prepared materials and learning environments (in-person and virtual), including staff coverage of all events and communication with learners prior to, during and after the event. Occasionally requires some pre-scheduled evening and weekend work.
• Responsible for implementing quality improvement practice or documentation updates as assigned by the regional quality Director and/or the regional Professional Development Coordinator.
• Participates in the development of consumer education materials.
• Assists with needs assessments, evaluations, and other data collection duties.
• Completes office supply and equipment inventory for offices and orders office supplies and equipment as approved. Uses Cabinet inventory system for equipment.
• Assists with the organizing and recruiting staff to represent the agency at community outreach events.
• May assist with office errands to include picking up supplies, mail, etc.
• May assist with general upkeep of large office equipment, including placing routine maintenance calls.
• May monitor all incoming and outgoing mail, including bulk mail and large shipments.
• Monitors on-line postage, and/or post daily mail for main office.
  
  

Minimum Qualifications

Knowledge of:

• Filing and records management systems development and maintenance
• Word processing computer skills with ability to learn Cabinet software programs
• Appropriate formatting for business correspondence
  
  

Ability To

• Communicate using excellent verbal and written communication, spelling and grammar
• Communicate in a positive, friendly manner to public and co-workers, using best practices in customer services
• Remain calm when confronted with busy phone lines and clients in crisis situations
• Handle numerous tasks and interruptions simultaneously
• Maintain confidentiality of client/agency information
• Understand and follow oral and written instructions
• Use office equipment (phones, fax, copier, etc.)
  
  

Special Requirements

• Be physically capable of performing all job duties. This may include lifting and carrying up to 50 lbs.
• Bilingual (English/Spanish)
• Must have reliable transportation to get to and from work.
• Must possess a valid Nevada Driver's License, and proof of insurance if utilizing a personal vehicle for company business.
• Work requires some weekend and evening hours
  
  

Benefits

• Eligible to receive Cabinet benefits for full-time staff.
  
  

The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, gender identity, color, religion, veteran status, national origin, age, handicap, disability, familial status, political affiliation or beliefs.

It is the policy of the Children's Cabinet, Inc. that all employees are employed at will of both the employee and The Children's Cabinet.