Description:Volunteer Receptionist

Department:Social Service Department-Administration

Supervisor:Administrator Associate and Director of Social Services

Status:Receptionist Volunteer/Intern

Summary:Under the overall direction of the Executive Director of United Community Ministries, with immediate supervision provided by the Administrator Associate and Director of Social Services

Principal Functions:

  • Professionally administer all incoming calls, identify needs of caller and ensure phone calls are redirected accordingly. Provide callers with information such as company address, directions to UCM, phone, fax numbers, website, and other related information. Take and retrieve messages for staff.
  • Greet all incoming individuals in a professional, friendly, hospitable manner. Direct all donors to personally meet with a member of the staff.
  • Recognize behavioral problems or unpleasant situations before they develop into incidents and alert the appropriate staff. Submit incident reports in a timely manner.
  • Open and close visitors’ waiting room (Checking chairs, turn on/off TV, turning on/off lights, checking restroom, etc.).
  • Maintain reception area and waiting room including picking up toys and papers throughout the day. Ensure that UCM materials (flyers, brochures, etc) are available.
  • Be aware when waiting room has reached maximum capacity and inform the supervisor to assistswith overflow of maximum capacity.
  • Complete intake paperwork for clients using database program or processing by hand when computer system is down.
  • Assist other administrative staff with extra duties, i.e. logging mail, typing, stuffing envelopes, agency files, etc.
  • Adherence to and support of UCM’s philosophy. This includes a proven ability to exercise empathy and positive regard in providing services to clients.
  • Ability to work cooperatively with peers and supervisors.
  • Ability to maintain professional relationships with clients, children, families and other agency representatives.
  • Quality of work. This includes exercise of promptness, accuracy, and sound judgment, meeting required outcomes and the ability to perform all aspects of the job description.
  • Dedication. This includes the desire determination and ability to provide comprehensive services to clients, children, and families.

Education/Experience:

  • High school graduate or equivalent. Further education strongly preferred. At least one year related experience.
  • Basic understanding of administrative responsibilities.
  • Experience working with the public, preferably as a receptionist.
  • Excellent communications and public relations abilities, excellent phone etiquette.
  • Possess a positive, helpful, can-do attitude and a professional appearance.
  • Must be self-motivated.
  • Ability to assist, support othersand multi-task.
  • Demonstrate excellent English skills in written and verbal communication.
  • Knowledge of Microsoft Office (Word, Excel, Outlook, Access).A
  • Able to operate telephone, PC, copier, and other basic business machines.

Working Conditions/ Physical Requirements:

The work is performed in an office environment. Minimal bending, stooping, kneeling and/or lifting involved. Position may require travel within the UCM service area. Work hours are 10:00 am – 3:00 pm or as scheduled during normal business hours.

Equal Opportunity Employer

______

Volunteer/Intern Name Volunteer/Intern Signature Date