Receptionist

ESSENTIAL DUTIES

Incumbent may perform any or all of the following, depending on specific department or assignment:

1. Greets and directs visitors; provides general information, as well as information regarding meetings and trainings taking place at the Regional Center; notifies staff of appointment arrivals.
2. Answers incoming telephone calls to HRC’s main number; responds to general questions, concerns or complaints; transfers calls to appropriate internal resources; assesses for urgent matters and refers calls to the appropriate staff (manager, Team Assistant, or Officer of the Day); checks and routes messages left during non-business hours.
3.  Maintains the staff phone roster; updates and distributes monthly.
4.  Assists daily with opening the facility for staff and the public; monitors daily schedule of meetings and appointments in conference rooms; assists staff with reserving conference rooms.
5.  Checks that furniture, equipment, and services in public areas are in good working order; makes sure that various toys and materials used by staff and families are organized and clean; receives notice from staff of building issues and informs the Facilities Manager and/or building or property management staff; assists staff with setting up audio-visual equipment.
6.  Maintains building security logs and assigns visitor keycards as necessary; periodically checks security camera and access system; acts as Floor Warden for lobby, conference rooms, and public area, by informing and directing visitors and staff in an emergency.
7.  Identifies assigned teams and/or service coordinators for inquiries regarding clients utilizing Virtual Chart; receives documents from visitors for HRC staff and will scan and email as appropriate.
8.  May assist in the Resource Center, by assisting visitors with checking out and returning materials and by ensuring that HRC pamphlets and publications are stocked.
9.  ​Performs a wide variety of general clerical and administrative duties including: ordering/receiving and distributing supplies; copying; responding to emails; filing documents; gathering data and preparing routine/special reports.
10.  Participates in team spirit activities including arranging activities and events, planning and participating in team retreats and Agency-wide events and coordinating celebrations and other occasions.
11.  Maintains absolute confidentiality regarding clients and families in compliance with HIPAA regulations and Regional Center policies.

 SECONDARY DUTIES

1. Assumes responsibility for projects as assigned.
2. May perform any or all of the duties of a Team Assistant.
3. Performs related duties as required.

ENVIRONMENT/PHYSICAL  ACTIVITY

The incumbent is in a non-confined office-type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In the course of performing this work, the incumbent:

• Will spend time sitting, utilizing the computer.
• Will spend time standing/walking throughout the facilities.
• May lift up to 15 lbs. periodically. If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

Computer software may include any or all of the following:

• Microsoft Office including Word, Excel, PowerPoint, Outlook
• Laserfiche
• Virtual Chart
• Scheduling Software
• Other (please add)

The incumbent must be able to perform this job safely, without endangering the health or safety of him/herself or others. Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation.

POSITION REQUIREMENTS