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JOB
Job Title: Receptionist at Hotel Puri Madawi Superviso As Directed r: Pay 1 Grade:

DESCRIPTION

Position Summary:
This position is responsible for the professional and efficient managing of visitors, consumers, telephone calls and messages, as well as a variety of clerical duties that support consumer services, information and referral and the operation and presentation of a professional office. FLSA Status: Non-Exempt Supervisory Responsibilities: No

Essential Functions and Responsibilities:

1. 2. 3. 4. 5. Assists consumers/staff/volunteers/visitors park properly at the main office location. 6. When on duty, ensures the reception station is staffed 100% of the time. 7. Maintains knowledge of current postal regulations and services frequently used by the organization. 8. 9. 1 0. 1 1. 1 2. 1 3. Prints monthly report from postage system at the end of the last workday of the month and submits report to designated individual. Ensures postage system is operational and keeps supervisor and fiscal informed of postage needs.
Receptionist - 1 of 6 (Revised: 9/12/2006)

Ensures knowledge of staff whereabouts and maintains accurate and complete sign-in/sign-out procedures for on-site staff and consumers. Notifies supervisors, within 30 minutes of daily start time, regarding staff absences/delays; updates and informs other receptionist(s) of same and related information. Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors. Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages. Adept at using all features of the telephone system and voice mail.

Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage; properly addressing; and preparing certified/overnight/return receipt mail. As directed, timely delivers mail to post office. Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts into appropriate folders for distribution. Signs for deliveries when necessary and notifies recipients.

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1 4. As needed, calls Pitney Bowes to update postage balance and obtain updates to postage machine software. 1 5. 1 6. 1 7. Gathers refuse daily in common office areas; disposes of refuse in outside waste receptacles. 1 8. Ensures newspapers, plastic, cans and glass are prepared for recycling. 1 9. 2 0. 2 1. 2 2. 2 3. 2 4. 2 5. 2 6. 2 7. Maintains confidentiality of organization fiscal and personnel related information. 2 8. 2 9. 3 0. 3 1. 3 2. Develops and maintains comprehensive knowledge of community resources; provides information, referrals
Receptionist - 2 of 6 (Revised: 9/12/2006)

Updates Medical Assistance Transportation Program (MATP) excel tracking spreadsheet with incoming data from consumer travel reimbursement forms. Maintains excel spreadsheet for Temporary Emergency Food Assistance Program (TEFAP) recipients.

Ensures kitchen/kitchen appliances and bathrooms are kept neat, clean and stocked with appropriate supplies. As needed, informs supervisor in advance as to supply needs and if office/kitchen appliances are not functioning properly. Ensures that common areas are equipped with office supplies as needed. Ensures 100% of consumers receive Needs Assessment and Survey forms and as requested, MATP forms; ensures blank forms are available and legible. Tallies monthly completed Needs Assessment and Survey forms and submits report to directed individual no later than the 5th day of the following month. Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures. Keeps immediate supervisor well-informed of activities, results of efforts and problems identified/potential problems; recommends corrective actions to immediate supervisor. Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters.

Performs routine office tasks necessary for the operation and presentation of a professional office as observed by the supervisor. Adept at using the Community Assets PA (CAPA) web-site to provide information and referral. As needed, assists with clerical tasks to include typing, filing, proofreading, maintenance of service logs and data entry. Exhibits genuine concern for participants and always conducts oneself appropriately and professionally.

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3 3. 3 4. 3 5. Assists in other duties as needed and directed. 3 6. and follow-up. Ensures all consumer intake (ORS) data entry for assigned projects/offices is done accurately and in a timely manner. Reports to work regularly and on time.

Receptionist - 3 of 6 (Revised: 9/12/2006)

General Competencies Required:

Intellectual:
demonstrates attention to detail identifies and resolves problems in a timely manner gathers and analyzes information skillfully develops alternative solutions uses reason, even when dealing with emotional topics assesses own strengths and weaknesses displays critical/creative thinking possess necessary expertise to accomplish all tasks seeks self improvement learns new skills to improve job performance

Organization:
conserves organizational resources shows respect and sensitivity for cultural differences promotes a harassment-free environment treats people with respect strives for personal and organizational excellence inspires the trust of others works ethically and with integrity follows policies and procedures completes tasks correctly and on time supports organization's goals, values, and policies

Interpersonal:
strives for continuous improvement and solicits customer feedback to improve service timely response to requests for information, service, and assistance maintains confidentiality demonstrates a positive and productive attitude displays self-control and keeps emotions under control, even under pressure remains open to others' ideas and tries new things speaks clearly; listens and gets clarification exhibits objectivity and openness to others' views able to read and interpret written information writes clearly, accurately, and concisely

Self Management:
completes tasks on time or notifies appropriate person with an alternate plan observes safety and security procedures; reports unsafe conditions displays willingness to make decisions measures self against standard of excellence follows instructions and responds to management directions uses equipment and materials according to policy takes responsibility for own actions prioritizes and plans work activities manages competing demands; uses time effectively is consistently at work and on time

Leadership:
looks for ways to improve and promote quality; makes recommendations for improvements positive role model; exhibits confidence in self and others demonstrates accuracy and thoroughness teaches, coaches, inspires, mentors, empowers others exhibits sound and accurate judgment and logical reasoning able to deal with frequent changes, delays, or unexpected events accepts responsibility; follows or exceeds organizational standards uses resources effectively and efficiently anticipates and plans accordingly works to improve team and organizational climate

Receptionist - 4 of 6 (Revised: 9/12/2006)

Qualifications:
Special None Education and/or Experience: Licenses and/or Certificates:

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience. Computer Skills:

To perform this job successfully, an individual must have knowledge of: Internet Explorer; Microsoft Excel; Microsoft Outlook; Microsoft Word; OmniForm; Windows Operating System. Other Skills and Qualifications:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand. The employee is frequently required to walk. The employee is regularly required to sit. The employee is regularly required to use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee is occasionally required to climb or balance. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee is regularly required to talk or hear. The employee is occasionally required to taste or smell. The employee must frequently lift and/or move up to 10 lbs and occasionally lift and/or move up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, ability to adjust focus.

Receptionist - 5 of 6 (Revised: 9/12/2006)

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts, occasionally exposed to fumes or airborne particles, occasionally exposed to risk of electrical shock, occasionally exposed to vibration. The noise level in the work environment is usually moderate.

Work Conditions:
The work conditions for this job description are: Maintains motor vehicle minimum insurance requirements; maintains valid PA driver's license; acceptable motor vehicle record; a Pennsylvania child abuse history clearance; acceptable criminal record report. That Community Action, Inc. maintains an at-will policy of employment that means that employment and compensation may be terminated with or without cause and with or without notice at any time at the option of either Community Action, Inc. or myself as an employee.

Receptionist - 6 of 6 (Revised: 9/12/2006)