Receptionist/Data Entry

Seabury Resources for Aging•Washington, DC

7d•Onsite

About The Position

The part-time Receptionist/Data Entry Specialist serves as the primary point of contact for all visitors and incoming telephone calls. This role is responsible for delivering welcoming, professional front-desk coverage and ensuring accurate, timely data entry into the organization’s client management systems. The incumbent supports overall office administration and contributes to the seamless delivery of services to clients and staff. The Receptionist will work closely with the entire organization to deliver exceptional customer service, while maintaining a high level of professionalism.

Requirements

High school diploma with at least two (2) years’ experience in a receptionist, administrative, or customer service role
Minimum of one (1) year of database or data management experience required.
Excellent computer skills, including very good working knowledge of key software (Microsoft Word, Excel, Outlook), and very good understanding of basic IT operations.
Excellent written, oral, and interpersonal skills.
Must be sensitive to and understand the needs of the client population.
Must possess a valid driver’s license with a clean driving record; ability to operate a passenger van and willingness to serve as a backup driver as needed.
Strong attention to detail with the ability to enter data accurately and efficiently.

Nice To Haves

A.A. degree preferred.

Responsibilities

Oversee the front desk and waiting area while maintaining a neat, clean, and orderly environment. Ensure all staff and guests sign in and out in accordance with building security protocols.
Serve as the first point of contact for all in-person visitors; greet guests promptly and courteously upon arrival and provide information and proper referral information to guests if required.
Screen all walk-in visitors, offer appropriate seating, and notify the relevant staff member of the visitor’s arrival.
Prevent non-appointment, unannounced visitors from proceeding beyond the front desk area.
Serve as a backup driver for the organization's volunteer passenger van as needed; safely transport clients to and from program destinations in accordance with organizational policies and applicable traffic laws.
Answer all incoming telephone calls promptly and professionally; screen and log all calls, respond to routine inquiries, take messages, and forward to the appropriate staff.
Check voice messages on the office telephone and return or forward call-backs within the same business day.
Answer the phones promptly, take messages correctly, and forward them to the appropriate personnel.
Maintain the database by entering new information and updating participants’ information accurately and on time into the CSTARS system.
Complete, update, and enter intakes into the database, maintaining all accurate records and files associated with each intake.
Ensure data is entered accurately and on time; verify entries for accuracy prior to submission and correct errors promptly.
Conduct socialization calls and document outcomes accurately in the client database.
Make photocopies, fax, and print out documents as needed.
Distribute mail to staff; receive, sort, and distribute incoming mail and deliveries same day as received.
Performs other duties as assigned.