Receptionist HQ

Inland Regional Center•San Bernardino, CA

2d•Hybrid

About The Position

Under general supervision of the Executive Assistant, the Receptionist performs a wide variety of clerical support duties and handles in-person and telephone reception. This role involves daily use of office machines such as copiers, folders, and facsimile machines. The Receptionist is responsible for all reception duties, effectively dealing with anxious or irate persons, and promptly and courteously answering incoming calls for agency staff. They will direct people or transfer calls to the requested office or person in a businesslike manner, check in appointments using Spectrasoft and Envoy, and print badges for visitors while informing staff of their arrival. The position also involves assisting visitors without appointments, directing them to the appropriate person or department, and notifying various units (intake, early start, psychologists, neurologists, legal) of scheduled appointments. The Receptionist will take or relay messages, keep track of phone calls and voice messages, and check and record the daily general IRC voice mailbox. Updating or verifying the employee list with accurate information is also a key responsibility. Additionally, the role includes being responsible for the audio set-up in the waiting room, providing coverage for the Riverside office as needed, and receiving or giving directions or facts in a foreign language if able. The Receptionist will announce in-house meetings via intercom and order office supplies when needed. Preparing reports as assigned and driving a vehicle or traveling to other offices/locations to pick up or deliver documents or materials may also be required. The position emphasizes working cooperatively and effectively as a team member, answering questions, sharing expertise, and contributing to team harmony. Appropriate use of office equipment and reporting the need for repairs are essential. Maintaining a neat and orderly work area, observing safety rules, and complying with IRC’s Injury and Illness Prevention Plan and Workplace Violence Prevention Plan are also required. In the absence of the Lead Clerk, the Receptionist may be required to work remotely from home if directed by their manager due to office disruptions. This includes maintaining productivity and efficiency while working remotely and communicating via various electronic means. The role requires handling change well, being flexible and adaptable to interruptions, new priorities, and assignments, and maintaining good attendance and punctuality. Good verbal and written communication skills are necessary. The Receptionist must keep their manager informed of pending work, work in progress, and any encountered problems. Utilizing agency IT systems as assigned, maintaining security, and following agency protocols are also part of the duties. Attending required training sessions and complying with agency Personnel Policies and Procedures are mandatory. Assuring consumers' rights and dignity are maintained in service provision and performing different or additional work as assigned are also expected.

Requirements

High school diploma or equivalent.
Ability to follow oral and written direction.
Ability to establish and maintain effective working relationships with others.
Full use of an automobile, possession of a valid California driver's license and liability insurance for the minimum amount prescribed by law or ability to provide for independent transportation.
Must have and maintain a safe driving record.
Good verbal and written communication skills.

Nice To Haves

Bilingual preferred.

Responsibilities

Responsible for all reception duties.
Effectively deal with anxious or irate persons.
Promptly and courteously answer incoming calls for agency staff.
Direct people or transfer calls to requested office or person in a businesslike manner.
Check in appointments with Spectrasoft and Envoy.
Print badges for all visitors and inform staff their appointment has arrived.
Assist visitors who do not have appointments.
Direct visitors to the appropriate person or department.
Notify intake, early start, psychologists, neurologists, legal, and other units of their scheduled appointments.
Take or relay messages involving consumers and staff.
Keep track of phone calls and voice messages when necessary.
Check and record daily general IRC voice mailbox.
Update or verify employee list with accurate names, appropriate managers, extensions, tracks, etc.
Responsible for the audio set-up in the waiting room.
Provide coverage for Riverside office as needed.
Receive and give people directions or facts in a foreign language as able.
Announce via intercom any in-house meeting pending in auditorium.
Order office supplies when needed.
Prepare reports as needed or assigned on a timely basis.
Drive vehicle/travel to other offices/locations to pick-up, deliver documents or materials as needed or assigned.
Work cooperatively and effectively with others.
Perform as a member of the team, answer questions, share expertise and contribute to the harmony of the team.
Use office equipment appropriately and report the need for any repairs.
Keep work area neat and orderly.
Observe all safety rules and comply with IRC’s Injury and Illness Prevention Plan and Workplace Violence Prevention Plan.
In the event the Lead Clerk is unavailable or absent, you may be required to work remotely at home when required to do so by your manager as a result of disruptions in the work environment at the office, e.g., loss of power or internet access; maintain work productivity and efficiency if required to work remotely; communicate via telephone calls, video conference calls, emails, and chat rooms.
Handle change well and be flexible and adaptable in dealing with interruptions, new priorities and new assignments.
Maintain good attendance and punctuality.
Keep manager informed of pending work, work in progress and problems encountered.
Utilize agency’s IT systems as assigned, maintaining security and following agency’s protocol and procedures, rules, and requirements.
Attend training sessions as required.
Comply with and ensure program compliance with agency’s Personnel Policies and Procedures.
Assure that consumers’ rights and dignity are maintained in the provision of services.
Perform different or additional work as assigned.