The Receptionist is responsible for providing customer service to CALM clients in relation to answering phones and greeting clients. This position also provides oversite of the day-to-day office efficiencies including the office equipment, facilities, and office supplies. Also provides back up administrative support to CALM staff. The regular working hours for this position are Monday-Friday from 8am-5:30pm.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Answer phone calls and direct appropriately
- Use client records system (Credible) to look up client information and direct inquiries as appropriate. Scan and save documents to Credible.
- Act as first point of contact for visitors to the CALM office; answer general questions about CALM services
- Ask for and receive payments from clients
- Maintain office supplies and equipment, copy machine (stock control, purchasing and storage).
- Supervise maintenance of CALM office, including seeking the most cost efficient service and products.
- Order and stock supplies as needed.
- Make copies of Legal Forms and Assessment Forms, and scan and file forms once completed
- Review and distribute checks to vendors.
- Use postage meter to stamp mail, and deliver mail to the Post Office daily.
- Open and distribute incoming mail; scan and keep track of checks to then deposit
- Update employee phone list and photo directory as needed.
- Order business cards.
- Make copies of training manuals and the employee handbook as needed.
- Send out announcements, including general announcements, birthday greetings, and congratulatory announcements.
- Provide miscellaneous administrative support to Program Managers, Directors, and Executive Staff.
- Put together company credit card reconciliation report on a monthly basis
- Help Development run CALM merch shop, with customer service as well as packaging & shipping out orders
- Co-administrator of company Zoom account
- Score clients’ Periodic Assessments for clinicians to review
- Run light company errands as needed.
- Other duties may be assigned as they pertain to the position.
- Assume responsibility for the appearance and upkeep of the physical office, including furnishings and other amenities in front office, storage room, kitchen, bathrooms, and individual offices, as required and in coordination with janitorial staff.
- Serve as liaison between CALM and property management firm with regards to general maintenance issues; sends request for maintenance services as needed.
- Contact independent service providers such as handyman, plumber, etc. as needed to complete repairs and address facilities issues.
- Distribute office keys.
- Supervises janitorial/housekeeping staff.
- Attends facilities meetings as required.
- Communication skills – Speaks and writes clearly and informatively; listens to others; works to resolve conflicts and maintains confidentiality; able to effectively present information and respond to questions from staff, participants, partner agencies and the community.
- Professionalism – Approaches others with tact; reacts well under pressure; treats others with respect and consideration; keeps commitments and accepts responsibility for own actions; follows through on commitments; works with integrity and upholds CALM values.
- Initiative – Self-starter; requires minimal supervision; undertakes self-development activities; seeks increased responsibilities; is a solution seeker; takes independent actions; looks for and takes advantage of opportunities; asks for and offers help when needed.
- Customer Service – Manages difficult situations; responds promptly to others’ needs; solicits feedback; promptly responds to requests for service and assistance.
- Dependability – Can be relied on to meet schedules and deadlines; responds to management direction; takes responsibility for own actions; keeps commitments; displays a strong personal commitment to completing projects.
- Planning & Organizing – Prioritizes and plans work activities; manages competing priorities; uses time efficiently; sets goals and objectives; organizes other people and their tasks; develops realistic action plans and takes responsibility for implementing them.
- Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
EDUCATION, CERTIFICATION and/or EXPERIENCE
AA or BA Degree and at least 2 years’ reception and administrative experience preferred. Experience with medical recordkeeping preferred.
- Must be able to demonstrate excellent customer service skills, strong oral and written communication skills.
- Be able to interact with a variety of staff and visitors in an effective, courteous, and professional manner.
- Be a positive member of the CALM staff.
- Able to work independently, and be a strong team player.
- Utilize effective time management skills and complete tasks in a timely manner.
- Be extremely organized and detail-oriented.
- Have strong computer knowledge, using PC, Microsoft Word and Excel, and Outlook.
- Bilingual (Spanish/English) required.
- Must have a valid California drivers’ license, clean DMV, and criminal record clearance from the DOJ.
COMPENSATION AND BENEFITS:
Benefits package includes a competitive salary dependent on experience and education. Benefits include 100% Employer-paid medical, dental, vision and life insurance for employees plus partial benefits for dependent family members, 12 paid holidays, vacation time and sick days and a 403(b) 3% matching program.
Qualified, interested candidates are invited to submit a resume and cover letter to email@example.com
*Please type your [Name] and [Position Title] you are applying in the email Subject Line when submitting your resume.
CALM provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, age, veteran status, or any other protected classification.