Position Description TITLE: Front Desk Receptionist (Bilingual English/Spanish required) Non-Exempt Part-time POSITION SUMMARY: The Receptionist is the first face which greets visitors to the building. S/he serves as the primary switchboard, receives and directs visitors, handles requests regarding Club membership and programs. Receives program registrations and ensures that all participants have a current membership to the Club. The Receptionist is also responsible for ensuring daily general attendance is taken in real time through scanning members in and out as well as batch entry.
QUALIFICATIONS: Knowledge Strong customer service skills, good organizational skills, and strong attention to details Knowledge of common office equipment, Microsoft office products and general computer skills. Demonstrated experience with membership tracking software a plus. Bilingual English/Spanish required. Education High school diploma required; two year degree or equivalency preferred. Experience Minimum of three years administrative support experience in an office environment required. (Experience in a very busy office preferred.) Skills required in the following areas. * Communication Skills: Informing, Listening, Presenting. Providing others with necessary, correct, and timely information. * Decision-Making Skills: Analyzing, Fact Finding, Problem Solving, Judgment. * Personal Initiative Skills: Generating positive feelings and eagerness about work and the work place while demonstrating a commitment to excellence by doing one's best and encouraging others to do their best. * Planning Skills: Action Planning, Prioritizing and Organizing, Time Management * Quality Skills: Taking action to clarify customer needs in order to deliver quality services. * Relationship Building Skills: Works well in a team environment. * Safety, Health and Environment Skills: Fostering Organizational Wellness, Supporting a Safe Environment KEY ROLES: Competency Areas: PREPARE YOUTH FOR SUCCESS * Support Mission and Principles. INFORMATION MANAGEMENT * Provide information to support decision making and correspond with staff, members and general public as assigned. * Maintain current copies of program brochures and information at the front desk. Request additional copies in a timely manner to ensure a copy is always available. * Ensure real-time entry for daily general attendance is occurring. Close out the day for Pre-Teen programs each evening. COMMUNICATION AND PUBLIC RELATIONS * Understand and be able to communicate relevant information to all customers, staff, parents and general public on Club programs, events and organizational structures. * Serve as Club receptionist, greeting all members and visitors and maintaining attendance and visitor logs. Responsible for ensuring prompt, courteous and efficient responses to callers and visitors. Answers telephones, providing general information, referring callers to other staff or taking messages as necessary. * Provide information and scholarship application forms to parents/guardians as requested. Ensure all scholarship applications are complete with all appropriate supporting documents before accepting them. * Execute the monthly membership renewal process including mailing postcards, placing follow-up calls, and communicating with parents/guardians when they arrive to pick-up or drop-off members due for renewal. ADMINISTRATIVE & PROGRAM SUPPORT * Provide support to Youth Development Professionals at membership entry time, after 3: 00, to promote efficient and controlled member check in. * Provide general office support as requested. * Maintains master schedule book of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed. * Ensure all registration and membership forms are not accepted unless they are completely filled out, the member does not have a current balance, and the registrant is qualified for the program for which they are applying. Follow-up with parents/guardians for any forms received via mail or other ways which are incomplete. * Perform collection calls and follow-up as requested by the Club finance department. * Support special projects as needed. TECHNOLOGY * Effectively use technology, membership management system, and information management systems. TEAMWORK * Contribute to a productive work environment.
RELATIONSHIPS Internal: Maintain close, daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, receive explanation of guidelines/instructions; instruct and seek advice/counsel. With Director of Development & Community Relations: Direct supervisor. With Director of Pre-Teen Programs: Indirect supervisor. Provides direction and serves as a resource for day-to-day program operations.
External: Maintains contact with members, families, and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor. ENVIRONMENTAL AND WORKING CONDITIONS: The majority of the work will be conducted in an office setting. Limited travel is required. PHYSICAL AND MENTAL REQUIREMENTS: Demonstrated ability to: * Maintain a high energy level; comfortable performing multi-faceted projects in conjunction with day-to-day activities * Exchange ideas, facts and information clearly, concisely, and in a timely manner in all communications. * Sit for four-plus hours per day. Standing and bending are necessary to this role. * Light lifting and moving of office supplies and office equipment. * See and hear and successfully communicate - including ability to speak, write and read with comprehension.