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Receptionist at Casa de Amparo

Posted in Admin - Clerical 30+ days ago.

Type: Full-Time
Location: San Marcos, California





Job Description:

GENERAL FUNCTION:  Answers phone calls (multi-line phone system) and greets clients, visitors and staff with a polite and professional demeanor. Provides accurate and timely general administrative support to the Administrative and Development departments.

MAJOR TASKS:


  1. Complete lobby opening/closing checklist daily.

  2. Answer phone calls during business hours and provide polite and immediate reception to visitors, donors and staff at the Casa Kids Campus (CKC).

  3. Direct visitors and volunteers to sign-in and issue visitor/volunteer badges.

  4. Act as central-point-of-contact for Administrative staff and track location of remote staff. 

  5. Maintain (inventory, order, organize) Administrative office/janitorial/kitchen supplies without waste and within budget, and distribute new supplies as needed. 

  6. Maintain orderly Administrative workroom, lobby closet, desk space and hardcopy files.

  7. File, fax and copy as requested or required to complete responsibilities.

  8. Clean up kitchen area; load and empty dishwasher as needed.

  9. Keep lobby clean and organized, dust tables, straighten furniture and ensure appropriate brochures and event materials are displayed.

  10. Update and distribute, via email, Agency Phone/Email List and Organization Chart.

  11. Set up for monthly Operations Committee and Board meetings: laptop/projector; order, pick up and set up food and beverages.

  12. Order food and arrange delivery/pickup for Residential Services activities, when needed (i.e. Fun Fridays).

  13. Sort and stamp incoming U.S. mail, make copies of pertinent mail for managers/staff as needed, and distribute. This includes CKC New Directions participant mail.

    1. Forward invoices to appropriate managers for approval, either via hardcopy or scanning/emailing.

    2. Collect checks from mail/staff members and enter into Daily Deposit Detail spreadsheet.


  14. Sort email sent to info@casadeamparo.org and forward to appropriate staffers

  15. With supervisor oversight, program keycards for new staff and maintain keycard database in SystemLink.

  16. Refill postage meter, and facilitate special mailings as requested.

  17. Assist/complete Purchase Order Requests for Facilities/Maintenance department, when needed.

  18. Assist in supervising RS Interns during their daily schedule shifts.

  19. Complete special projects and other tasks as requested.

Development Department Support:


  1. Mail out thank you letters; code envelopes as needed.

  2. Enter In-Kind Donation Form information into Donor Perfect.

  3. Assist with entry and updating of Donor Perfect as needed.

  4. Send birthday cards to all volunteers, including Casa de Amparo’s Board of Director’s.

  5. Enter Feeding San Diego forms into appropriate portal.

  6. Process Development’s returned mail. Obtain correct addresses, enter into Donor Perfect, and resend mail.

  7. Assist in preparing and stuffing envelopes for all special events mailings and solicitations.

  8. Stuff and ensure adequate supply of PR folders.

  9. Assist in moving donations from Administration Lobby to Development Associate’s office.

  10. Provide assistance, and requested to Development Team.

EFFECT ON END RESULT:  The Receptionist  will be the first point of contact by phone and in person at the Casa Kids Campus. Will conduct themselves in a polite and professional manner and assist the Administrative and Development Departments as requested

QUALIFICATIONS:  Minimum of one-year experience in an office setting with varied responsibilities preferred.  Well-organized, strong telephone and communication skills, detail and big picture oriented. Comprehensive knowledge of current Microsoft Office applications and internet use. Typing – 45 wpm.  Flexible and able to respond to multiple demands.  Bi-lingual (English/Spanish) preferred. Must be able to be associated with Casa de Amparo through Community Care Licensing (CCL), which typically includes clearance by FBI, DOJ and CACI. Must have auditory, visual and physical skills to be able to perform tasks in this job description.




Salary: $14.00


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