Receptionist – Colville, WA

DIVISION: Administration

LOCATION: Colville

REPORTS TO: Integrated Services Manager

SUPERVISES: None

DATE OPEN: 07/27/2022

OPEN UNTIL FILLED

STATUS: Non-Exempt

40 hours per week, starting wage $16.72 - $18.09 per hour, DOE + Benefits.

Summary

The front-desk receptionist is the first point of contact for Rural Resources and should ensure that all guests are greeted and welcomed positively, in-person and on the telephone.  Administrative tasks and customer service should be executed to the highest quality standard.

Examples of Duties & Responsibilities

  • Warmly greet and welcome all guests with a positive, helpful attitude as soon as they arrive at the office.
  • Direct visitors to the appropriate person and office; schedules and coordinates calendars and meetings.
  • Receives incoming calls; screens and routes calls to appropriate individuals or departments; takes and routes messages; provides general information within scope of knowledge and authority.
  • Provide empathetic and trauma-informed customer service to guests and callers.
  • Provide troubleshooting and general assistance to visitors that are using the agency kiosks.
  • Perform clerical receptionist duties, such as filing, photocopying, laminating, and faxing.
  • As directed, provide information to staff, other agencies and the general public.
  • Enters data into computer to update files, statistics, budget figures and other information; generates required reports using word processing and statistical programs; forwards documents as appropriate
  • Ensure reception area and bulletin board is tidy and presentable, with all necessary stationery and materials (e.g. pens, forms, brochures)
  • Maintain office security by following safety procedures and controlling access via the reception desk by issuing visitor badges.
  • Types, formats, and edits a variety of correspondence such as reports, grants, program component plans, agendas, newsletters, and forms from written drafts or verbal instructions; proofreads all work for grammatical composition, spelling and inclusion of pertinent information; makes copies and collates for appropriate distribution.
  • Develops and maintains efficient manual and automated filing systems in accordance with general record keeping procedures and routines; retrieves documents and information as necessary.
  • Assists with special projects, data collection and charting for Agency systems and programs; as directed, coordinates and arranges special events.
  • Assists with budget tracking and preparation; researches background data and funds availability, maintains related files; provides information to agency employees as required.
  • Process requisitions for office supplies and/or equipment, phone bills, postage, and other necessary supplies for the agency.
  • Receives and distributes incoming mail; as directed, prepares outgoing mail for program; ensures proper postage; enters charges and codes on appropriate logs; sorts and bundles mail; and delivers to mailing site.
  • Receipts incoming funds received over the counter and by mail, and creates a daily deposit and report for Fiscal Department.

Performs other duties as assigned.

Knowledge Skills, and Abilities

  • Ability to communicate effectively and empathetically, both orally and in writing, with divers populations and groups.
  • Ability to stay calm and empathize with guests when they are upset.
  • Knowledge of the impact of trauma and poverty.
  • Knowledge of modern office procedures, practices and equipment.
  • Knowledge of business English, grammar, spelling, punctuation and composition.
  • Knowledge of computerized and manual recordkeeping systems and the ability to maintain them.
  • Ability to operate standard office equipment such as a computer, typewriter, calculator, copier, etc.
  • Ability to communicate effectively with visitors and staff using tact, empathy, compassion, and good judgment to provide clear explanations of program policies and procedures.
  • Ability to establish and maintain effective working relationships with volunteers, agency staff and the general public.
  • Ability to understand and execute oral and written instructions, policies and procedures.
  • Ability to work independently and make appropriate decisions regarding work methods and priorities.
  • Ability to treat sensitive information and material with the appropriate level of confidentiality.
  • Thorough knowledge of agency programs, policies, procedures and regulations.
  • Ability to analyze and evaluate client needs and develop and implement corrective action to resolve problems.
  • Ability to operate a multi-line phone using a clear well-modulated voice and good diction.
  • Ability to type 45-60 wpm.

Required Education or Experience

High school diploma or GED; and three years progressively responsible experience as a secretary or administrative assistant, including use of a multi-line phone system;

OR

Any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job.

Required Certifications & Licenses

Preferred Certifications & Licenses

  • Knowledge of other area agencies helpful.
  • Valid driver’s license in state of residence.
  • Auto insurance in the amount required by the State of Washington.
  • Acceptable completion of a criminal history background check.

 

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job.

  • While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone, and keyboard reach.
  • Specific vision abilities required by this job include close vision requirements due to computer work.
  • Light to moderate lifting is required.
  • Ability to uphold the stress of traveling.
  • Regular, predictable attendance is required.

The work environment characteristics described are what is encountered while performing the essential functions of this job.

  • Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
  • Ability to work in a confined area.
  • Ability to sit at a computer terminal for an extended period.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

*Denotes Essential Functions

Equal Opportunity Employer

Rural Resources Community Action provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.