Receptionist - FT (Santa Rosa - Yolanda)

• Greet, assist, and direct visitors, demonstrating excellent customer service at all times.
• Answer and route all incoming telephone calls in an accurate, professional and courteous manner, according to GIRE standards.
• Manage phone system, including recorded greetings, monitoring incoming general voicemail messages, and other tasks as needed.
• Maintain lobby cleanliness.
• Turn lobby monitor on/off daily and update when new content is provided
• Update and distribute phone extension list monthly.
• Update and distribute site location list monthly.
• Create and post signage for holiday closures.
• Schedule conference room requests.

• Maintain front office area in a neat and orderly fashion.
• Distribute incoming mail and post outgoing mail on a daily basis, meeting all required  timelines.
• Maintain and update all front office records and logs, including Incoming Checks/Donations, Sign-in Log, and Master Forms Binders.
• Maintain office equipment, including scheduling repairs, pulling the copy machine and postage meter reports at the end of every month, and entering new department codes and/or email addresses as needed.
• Order general office supplies (paper, coffee, supplies for those without a departmental requisitioner). Accurately check in and distribute office supply orders in a timely manner.
• Update In/Out Status Board as needed.
• Update mailboxes as needed.
• Send welcome emails and provide front office orientation for new hires.
• Send out daily, weekly and/or monthly reminder emails (in/out status board, breakroom, conference rooms, postage meter, etc.)

• Provide general administrative support for staff as requested through Administrative Work Order request. This could include copying, creating correspondence, data entry, preparing departmental/agency documents.
• Print color copies of the GIRE Globe and other announcements. Distribute to all locations and post in Yolanda break rooms, as directed.
• Clean client & employee breakrooms (wipe down tables, counters, empty and wash out coffee pots and load dishwasher) per assigned schedule.      
• Maintains and updates the procedure manual for the front office responsibilities and assignments.

• May be required to run occasional errands as needed and authorized by supervisor.
• Adhere to all safety policies and procedures
• Adhere to all agency and CARF policies and procedures
• Report accidents, unsafe vehicles, or other unsafe conditions
• Maintain a well-groomed, professional appearance
• Conduct self in a courteous and professional manner
• Attend all scheduled meetings and all mandatory safety trainings.
• Perform all other job-related duties as assigned
• Maintain confidentiality of all information.

• Must speak, read and write in English.
• High School diploma or equivalent.
• Minimum six months experience as a receptionist, customer service representative, or similar position.
• Basic skills in MS Office suite including: Microsoft Outlook, Word, Excel, and PowerPoint.

• Respect of others.
• Good communication skills, both in writing and orally, to relay information within the business; to respond appropriately to legal and/or sensitive issues.
• Ability to perform effectively and cooperatively as part of a team.
• Excellent interpersonal skills.
• Excellent attention to detail.
• Ability to take direction from a variety of people.
• Demonstrated ability to work independently with minimal supervision.
• Excellent organizational skills, including the ability to prioritize on a continual basis.
• Demonstrated ability to handle confidential and proprietary information in an appropriate manner.
• Experience with Microsoft Teams or similar.
• Bilingual in Spanish is a plus.

Department: Administration
This is a full-time position