Administrative Assistant/Front Desk Receptionist - Legal

Description

The role of the Receptionist is to perform clerical duties for the Legal Services department, giving assistance with program coordination, including telephone and personal contact with the community. Additionally, the receptionist performs data entry tasks, billing and generates monthly reports. The Receptionist provides welcoming atmosphere for clients, visitors and volunteers and maintains an orderly waiting area.

Essential Duties and Responsibilities:

General functions:

• Answer phone calls, screen calls, take messages and appropriately direct parties.
• Maintain  client logs.
• Support and replace administrative assistants in their duties by collecting payments from clients, issuing computerized receipts, preparing cash reports for deposit, and preparing outgoing mail.
• Greet and direct clients upon their arrival and provide assistance with intake forms.
• Monitor lobby area.
• Set appointments for the Legal staff.
• Work in tandem with other clerical/support/administrative staff.
• Keep accurate statistics and make reports.
• Monitor answering machine or voice mail, fax machine, and relay information to proper parties.
• Open/Close office as scheduled.
• Maintain office files.
• Be cross trained in different aspects of other administrative offices within the agency so      as to assist CCCF team in all phases of daily work.
• Translate and interpret, as needed.
• Participate  in all required staff or agency meetings.
• Upon request, participate in all phases of PQI.
• Perform other duties as assigned. 

  Other Duties & Responsibilities

• Adhere to strict confidentiality on all client information, as the Agency follows all HIPAA guidelines.
• Have the ability to follow oral and written instructions.
• Be capable of working independently, while setting priorities and functioning  well as a member of a team.
• Possesses the ability to meet and greet clients of various ethnic backgrounds with graciousness and respect, and provide non-judgmental support.
• Be able to establish effective working relationships.
• Balance team and individual responsibilities, exhibit objectivity and openness to other views; give and welcome feedback; contribute to building a positive team spirit. 
• Be willing to accept and work within the agency philosophy. 
• Be willing to follow agency policies and procedures.
• Manifest professional and personal ethics.
• Manifest professional competence.
• Possess self-motivation and ability to maintain concentration and flexibility with regard to fast changes in task assignments as well as multiple task assignments. 
• Have working knowledge and experience using standard office equipment.
• Have willingness to be trained in using software packages that are specific to the position and/or required by funding agency.
• Demonstrate accuracy and thoroughness and monitor own work to ensure quality. 
• Have the ability to set and maintain appropriate boundaries with clients and staff. 

Requirements

Education and Experience Qualifications:

• High School Diploma or equivalent with proficiency in computer skills.
• At least 3 years’ experience in an office setting with emphasis on receptionist/secretarial work.
• Must have the ability to communicate effectively in English and Spanish, both verbally and written.
• Demonstrate experience with Microsoft Office Professional including Word and Excel.
• Operate standard office equipment including a multiple line telephone system, copy machine fax, and scanner.

Other Skills and Abilities:

• Extremely detail-oriented.
• Strong interpersonal skills.
• Quick learner.
• Inquisitive, eager to learn, self–starter.

PHYSICAL ABILITIES

This position may require walking, sitting, bending, stretching, and stooping for assemblage and workshop set-up and lay-out. Position requires the ability to lift 25 pounds. 

ACKNOWLEDGEMENT

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.