JOB/POSITION TITLE:
Receptionist STATUS: Non-Exempt
PRIMARY PURPOSE: Delivers friendly, empathetic and professional customer service. Performs general office clerical work in support of the organization, typing, data entry, and other tasks.
Reports To: Manager of Communications
Supervises: Volunteers as needed
ESSENTIAL DUTIES/FUNCTIONS:
- Point of Contact for Incoming Communication. Answers general phone calls and provides information, transfers calls and/or takes messages as appropriate. Answers voicemail messages, calls back or transfers the messages as appropriate. Checks general office email and answers or forwards emails as appropriate. Stays up to date on all Hawaiian Humane activities, programs and processes, transferring calls as necessary. Follows up on public requests in a timely manner either via email or phone.
- Greets and Directs Visitors. Maintains clean and welcoming environment in office reception and surrounding areas, including the lobby storage closet and copy room. Greets visitors and directs them accordingly.
- Meeting Room Coordination. Assist Executive Assistant with meeting room usage and reservations.
- Mail Distribution. Receives, sorts and forwards incoming mail and deliveries. Maintains and routes publications. Ensures adequate postage in machine.
- Incoming Donations Support. Opens, sorts and deposits incoming monetary donations that come through the mail. Accepts and processes walk-in donations. Coordinates with various departments and teams to maintain online wish lists.
- Office Supplies. Working with the Database Coordinator, assist in inventory control of essential office supplies, i.e. pens, copy paper, markers, etc.
OTHER DUTIES/FUNCTIONS:
- Administrative Support. Duplicates, collates and distributes correspondence and documents. Keeps office supplies well stocked and organized; orders as needed. Calls for servicing of office equipment - including but not limited to fax machine, copy machine and printers.
- Other Duties as Assigned. May include organization-wide support as needed such as but not limited to participation in events and any other duties assigned by the Director of Community Engagement.
JOB CONDITIONS:
- Work Environment: Indoors in an air-conditioned office.
- Equipment Use: Telephone system, computer (MS Office, email), Google Drive and related applications, printer, copier, fax machine, postage machine, postage scale.
- Hours: Full-time, must be available 40 hours a week, Monday - Friday 7:30 am to 4:30 pm.
MENTAL, PHYSICAL AND COMMUNICATION DEMANDS:
- Must have passion and empathy for both animals and people.
- Must agree with and be committed to Hawaiian Humane goals, objectives, and programs.
- General knowledge and understanding of Hawaiian culture, history and communities.
- Personal conduct, personal appearance, and office space must communicate professionalism. Includes well-groomed and professional appearance, tidy office areas.
- Exercises compassion, patience and tact when dealing with difficult, emotional or angry people.
- Requires handling people and animals in a pleasant, courteous and professional manner.
- Must be able to take accurate information over the phone.
- Must be able to follow instructions and be detail-oriented.
- Must be able to multi-task.
- Required to effectively use word processing and spreadsheet software programs.
- Must recognize audio and visual cues of telephone system.
- Requires sitting at station for periods up to four hours without a break.
- Standing for periods up to two hours at a time may be required.
- Must communicate clearly over the telephone and intercom system.
- Some lifting of up to 30 lbs. will occasionally be required.
QUALIFICATION REQUIREMENTS:
- Skills/Knowledge: Knowledge of modern office procedures and practices including telephone operation and etiquette, and operation of office equipment such as calculators, computers, fax machine, copiers and printers. Great customer service skills are required. Must be proficient using Microsoft Office systems and ability to acquire skills in the use of other computer systems and associated software.
- Education/Training: High school diploma or GED required.
- Experience: 2 years of receptionist experience preferred.
The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.