Front Desk Assistant

Catholic Charities, Diocese Of Nashville•Nashville, TN

1d•$40,000 - $45,000•Onsite

About The Position

Catholic Charities was founded in 1962 with the mission of providing wholistic care within Middle Tennessee. Our programs consist of the following’ homelessness prevention, re-housing, food distribution, emergency materials, utility payments, refugee resettlement, clinical counseling, adoption, and family support, parenting, and multi-pronged community support through neighborhood embedded family resource centers. Catholic Charities is an established non-profit, and is still growing year after year. If you are seeking a job with purpose then you are finally home. JOB SUMMARY: The Front Desk Assistant supports the operations of the agency, ensuring front desk services such as telephone communications, mail, and visitor control are handled timely with care and detailed attention. The work hours for the full-time staff are Monday to Friday from 7:55 am to 4:30pm.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associate degree in a related field.
One year of experience in data entry and front desk services in a large organization.
An equivalent combination of education and work experience will be considered in lieu of formal educational qualifications.
Knowledge and experience with databases.
Knowledge and experience in operating basic office equipment.
Bilingual in English & Spanish required.
Excellent interpersonal and customer service skills.
Proficient with Microsoft Office applications, especially Excel.
Ability to achieve excellent working knowledge of telephone & control access systems.
Professional attitude and appearance.
Excellent verbal and written communication skills.
Friendly, congenial, and professional manner for greeting clients and guests.
Ability to work cooperatively with other employees and the public.
Ability to speak in English with customers, vendors, or the public in person or on the telephone.
Ability to maintain a high level of confidentiality.
Ability, interest, and willingness to work with diverse staff and clients.
Good organizational skills with attention to detail.
Ability to follow directions and take accurate notes and messages

Responsibilities

Greets visitors in a polite and attentive manner. Announces them to the appropriate personnel.
Answers the telephone in a professional, joyful, and caring manner. Transfers calls to appropriate individuals or departments.
Ensures that the waiting area, reception area, mailroom and storage area are tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures).
Responds to visitors and phone inquiries from the community. Directs them to the appropriate service department, provides directions, phone numbers, and general information about Catholic Charites and other service providers as needed.
Receives and distributes mail and packages on appropriate mail shelves.
Maintains strict confidentiality with regards to client information and identities and of persons who contact Catholic Charities inquiring about services, including all incoming and outgoing communication (mail, email, phone calls, etc.).
Assists maintaining major office equipment including copiers and postage meter.
Assists maintain the diaper closet and communicate the need of a replenishment order of diapers.
Prepares reports, reconciles, and prepares journal entries for payments related to major office equipment.
Procures breakroom supplies and general office supplies as needed.
Submits maintenance requests to the Diocese.
Monitor/manage general info email address and voicemail box daily.
Procures, reviews invoices, and receipts and prepares check requests related to Catholic Charities’ occupancy including but not limited to leases, utilities, maintenance, and phone systems.
Assists in maintaining building security by ensuring that visitors are known and/or expected prior to allowing them to enter the secure section of the building.
Supports program areas with client intake, data entry and follow up as needed.
Maintains employee directory with work cell phone numbers and/or assigned extensions.
Maintains accurate records regarding incoming contacts through the website, calls or walk-ins, according to Agency guidelines, using the database provided by the agency and within Agency time frame.
Actively participates in supervision sessions, periodic team meetings, and training.
Performs other duties as assigned.