Receptionist

Center for Youth Services•Rochester, NY

About The Position

The Receptionist provides reception, office management, and clerical support for the Monroe Avenue office. The role handles incoming calls and visitors, mail and faxes, reservations, food orders, clerical tasks, and crisis response support in coordination with the agency’s Triage Team. It also manages shared office supplies and equipment, including copiers and the mail and postage machine, and helps keep shared office areas clean, organized, and stocked. The position requires a professional, positive, and service-oriented approach; strong communication and interpersonal skills; and the ability to manage competing priorities while meeting deadlines and maintaining accuracy. The Receptionist works independently and collaboratively, uses sound judgment, and interacts effectively with staff, clients, visitors, and external contacts. Staff are required to attend cultural competency workshops and trainings and continually enhance their understanding of cultural diversity.

Requirements

High school diploma or equivalent.
At least one year of experience in reception, clerical, or general office support; an equivalent combination of education and relevant experience will be considered.
Proficiency in a PC-based environment and computer applications.
Experience using Microsoft Word and other standard office applications.
Excellent communication and interpersonal skills and a positive, professional attitude.
Strong customer service, organizational, and communication skills.
Ability to manage multiple tasks and competing priorities, meet deadlines, and maintain accuracy and attention to detail in a fast-paced environment.
Professional telephone manner and ability to operate a multi-line phone system.
Ability to work independently and collaboratively, exercise sound judgment, maintain an organized work environment, and interact effectively with staff, clients, visitors, and external contacts.
Commitment to customer service.

Nice To Haves

Basic Microsoft Office skills are recommended.

Responsibilities

Answer, screen, and direct incoming telephone calls using a multi-line phone system.
Greet visitors and clients professionally and provide assistance as needed.
Receive, sort, and distribute incoming and outgoing mail and faxes daily.
Coordinate vehicle and meeting room reservations.
Coordinate food orders for agency programs and meetings.
Provide clerical support, including data entry and other assigned administrative tasks.
Provide crisis response support in coordination with the agency’s Triage Team.
Monitor, order, and maintain inventory of office supplies for reception and general office areas.
Provide basic copier training and instruction to new staff.
Monitor copier performance and supplies, troubleshoot basic issues, and arrange service as needed.
Maintain the mail and postage machine, including monitoring funds and supplies, replenishing funds as needed, and arranging service when necessary.
Ensure shared office areas remain clean, organized, and adequately stocked.
Attend cultural competency workshops and trainings and continually enhance understanding of cultural diversity.