Job Title: Receptionist
Supervisor: As Directed
Pay Grade: 1
This position is responsible for the professional and efficient managing of visitors, consumers, telephone
calls and messages, as well as a variety of clerical duties that support consumer services, information and
referral and the operation and presentation of a professional office.
FLSA Status: Non-Exempt
Supervisory Responsibilities: No
Essential Functions and Responsibilities:
1. Ensures knowledge of staff whereabouts and maintains accurate and complete sign-in/sign-out procedures for
on-site staff and consumers.
2. Notifies supervisors, within 30 minutes of daily start time, regarding staff absences/delays; updates and informs
other receptionist(s) of same and related information.
3. Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors.
4. Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs
and/or records and relays messages.
5. Adept at using all features of the telephone system and voice mail.
6. Assists consumers/staff/volunteers/visitors park properly at the main office location.
7. When on duty, ensures the reception station is staffed 100% of the time.
8. Maintains knowledge of current postal regulations and services frequently used by the organization.
9. Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage;
properly addressing; and preparing certified/overnight/return receipt mail.
As directed, timely delivers mail to post office.
Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts into appropriate folders for
Signs for deliveries when necessary and notifies recipients.
Prints monthly report from postage system at the end of the last workday of the month and submits report to
13. designated individual.
Ensures postage system is operational and keeps supervisor and fiscal informed of postage needs.
As needed, calls Pitney Bowes to update postage balance and obtain updates to postage machine software.
Updates Medical Assistance Transportation Program (MATP) excel tracking spreadsheet with incoming data
16. from consumer travel reimbursement forms.
Maintains excel spreadsheet for Temporary Emergency Food Assistance Program (TEFAP) recipients.
Gathers refuse daily in common office areas; disposes of refuse in outside waste receptacles.
Ensures newspapers, plastic, cans and glass are prepared for recycling.
Ensures kitchen/kitchen appliances and bathrooms are kept neat, clean and stocked with appropriate supplies.
As needed, informs supervisor in advance as to supply needs and if office/kitchen appliances are not
21. functioning properly.
Ensures that common areas are equipped with office supplies as needed.
Receptionist - 1 of 5 (Revised: 9/12/2006)
Ensures 100% of consumers receive Needs Assessment and Survey forms and as requested, MATP forms;
23. ensures blank forms are available and legible.
Tallies monthly completed Needs Assessment and Survey forms and submits report to directed individual no
24. later than the 5th day of the following month.
Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and
Keeps immediate supervisor well-informed of activities, results of efforts and problems identified/potential
26. problems; recommends corrective actions to immediate supervisor.
Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters.
Maintains confidentiality of organization fiscal and personnel related information.
Performs routine office tasks necessary for the operation and presentation of a professional office as observed
29. by the supervisor.
Adept at using the Community Assets PA (CAPA) web-site to provide information and referral.
As needed, assists with clerical tasks to include typing, filing, proofreading, maintenance of service logs and
31. data entry.
Exhibits genuine concern for participants and always conducts oneself appropriately and professionally.
Develops and maintains comprehensive knowledge of community resources; provides information, referrals and
Ensures all consumer intake (ORS) data entry for assigned projects/offices is done accurately and in a timely
Reports to work regularly and on time.
Assists in other duties as needed and directed.
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General Competencies Required:
demonstrates attention to detail conserves organizational resources
identifies and resolves problems in a timely manner shows respect and sensitivity for cultural differences
gathers and analyzes information skillfully promotes a harassment-free environment
develops alternative solutions treats people with respect
uses reason, even when dealing with emotional topics strives for personal and organizational excellence
assesses own strengths and weaknesses inspires the trust of others
displays critical/creative thinking works ethically and with integrity
possess necessary expertise to accomplish all tasks follows policies and procedures
seeks self improvement completes tasks correctly and on time
learns new skills to improve job performance supports organization's goals, values, and policies
Interpersonal: Self Management:
strives for continuous improvement and solicits completes tasks on time or notifies appropriate person
customer feedback to improve service with an alternate plan
timely response to requests for information, service, and observes safety and security procedures; reports unsafe
maintains confidentiality displays willingness to make decisions
demonstrates a positive and productive attitude measures self against standard of excellence
displays self-control and keeps emotions under control, follows instructions and responds to management
even under pressure directions
remains open to others' ideas and tries new things uses equipment and materials according to policy
speaks clearly; listens and gets clarification takes responsibility for own actions
exhibits objectivity and openness to others' views prioritizes and plans work activities
able to read and interpret written information manages competing demands; uses time effectively
writes clearly, accurately, and concisely is consistently at work and on time
looks for ways to improve and promote quality; makes able to deal with frequent changes, delays, or
recommendations for improvements unexpected events
positive role model; exhibits confidence in self and accepts responsibility; follows or exceeds
others organizational standards
demonstrates accuracy and thoroughness uses resources effectively and efficiently
teaches, coaches, inspires, mentors, empowers others anticipates and plans accordingly
exhibits sound and accurate judgment and logical works to improve team and organizational climate
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Special Licenses and/or Certificates:
Education and/or Experience:
High school diploma or general education degree (GED); or one to three months related experience
and/or training; or equivalent combination of education and experience.
To perform this job successfully, an individual must have knowledge of: Internet Explorer; Microsoft
Excel; Microsoft Outlook; Microsoft Word; OmniForm; Windows Operating System.
Other Skills and Qualifications:
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write
simple correspondence. Ability to effectively present information in one-on-one and small group
situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral
instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand. The employee is
frequently required to walk. The employee is regularly required to sit. The employee is regularly
required to use hands to finger, handle, or feel. The employee is occasionally required to reach with
hands and arms. The employee is occasionally required to climb or balance. The employee is
occasionally required to stoop, kneel, crouch, or crawl. The employee is regularly required to talk or
hear. The employee is occasionally required to taste or smell.
The employee must frequently lift and/or move up to 10 lbs and occasionally lift and/or move up to 50
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral
vision, depth perception, ability to adjust focus.
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The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to work near moving
mechanical parts, occasionally exposed to fumes or airborne particles, occasionally exposed to risk of
electrical shock, occasionally exposed to vibration.
The noise level in the work environment is usually moderate.
The work conditions for this job description are:
Maintains motor vehicle minimum insurance requirements; maintains valid PA driver's license;
acceptable motor vehicle record; a Pennsylvania child abuse history clearance; acceptable criminal
That Community Action, Inc. maintains an at-will policy of employment that means that employment and
compensation may be terminated with or without cause and with or without notice at any time at the
option of either Community Action, Inc. or myself as an employee.
I CERTIFY THAT I HAVE READ THIS JOB DESCRIPTION, IT HAS BEEN EXPLAINED TO ME AND I
UNDERSTAND MY DUTIES AND RESPONSIBILITIES AS STATED HEREIN.
Employee Signature Date
Immediate Supervisor Signature Date
Prepared By: RRHODES Prepared On: 8/18/2006
Last Revised By: BOB12 Last Revised On: 9/12/2006
Approved By: RAC Approved On: 9/12/2006
Receptionist - 5 of 5 (Revised: 9/12/2006)