Receptionist - Annenberg

Role: Receptionist
Reports to: Program Manager
Department: Annenberg Access Center
Location: 503 Olympic Blvd., Santa Monica, CA 90401
Status: Full-Time; Non-Exempt; Hourly (lunch not paid); Non-Management
Hours: Monday through Friday, 8:30am - 5:00pm

JOB SUMMARY:

Using evidence-based practices such as harm reduction, housing first, and trauma-informed care, the Receptionist will act as the first point of contact for immediate client needs for all mail services. The Receptionist will oversee all areas of mail received at the Access Center, while keeping excellent records, documentation, statistical data, and data entry of information on a database. Furthermore, the Receptionist will also answer, route and screen incoming phone calls, take messages and provide accurate and appropriate information to community members.

JOB DUTIES and RESPONSIBILITIES:

Under the supervision of the Program Manager, the Receptionist is responsible for the following:

Responsibilities:

Assist staff in maintaining order and a smooth flow of services throughout the day.

Retrieve messages from voicemail every morning and after lunch, and post or transfer as appropriate.

Pick up mail from the Post Office. Sort, file and distribute mail daily. Distribute mail to clients per Access Center Mail Protocol, Policies and Procedures.

Update all necessary forms and documents pertaining to mail services.

Enroll and re-enroll clients in the mail program.

Keep Mail drawers and mail areas clean and neatly organized

Maintain the Mail database system; Keep organized and up to date with new enrolled clients, and expired mail agreements

Scan in all mail documents by month & Fiscal year and prepare documents yearly to be shredded.

Manage the mail forwards and package lists

Purging mail that is outdated (over 30 days)

Facilitate and provide training to staff on the mail system

Answer and route incoming phone calls; screening, taking messages for staff and clients and provide accurate and appropriate information to community members as needed.

Track and document phone calls received

Stock forms; upkeep all bulletin boards located throughout Access Center in a timely manner

Copy and update Triage resources.

Keep all necessary forms and documents up to date and organized

Provide crisis intervention as needed.

Attend all staff meetings, trainings and retreats as scheduled.

Other duties as assigned.


QUALIFICATIONS:

High School/GED degree

Bilingual Preferred

Ability to lift at least 35 lbs.

Able to provide pass a criminal background check and provide an adequate current TB test.

Great organizational skills is a must

Minimum of one (1) year demonstrated experience in responsible receptionist position.

Working knowledge of telephone system and its appropriate use.

Excellent customer service and human relations skills; commitment to improving the community through empowerment and dignity.

Detail oriented with excellent time management, organizational, written, verbal, and computer skills, with exceptional phone etiquette

Ability to multitask

Demonstrated passion for the underserved in our community

Familiar with issues faced by population served preferred.

Ability to self-motivate

Computer literate; able to use computerized database system for information management, proficient in Excel

Ability to work as a team member.

WORK ENVIRONMENT:

Combination of field and office environment

Regularly required to sit, stand, bend; occasionally lift or carry up to 35 lbs.

Will necessitate working in busy and loud environments

Will be exposed to elements like cold, heat, dust, noise and odor

May need to bend, stoop, twist and sit throughout the day