Receptionist Sub Relief

OPEN UNTIL FILLED

JOB SUMMARY:       

Greets visitors; schedules conference rooms; answers incoming calls; routes calls and delivers messages as appropriate; collects mail from mailboxes; receives, date stamps and routes all incoming mail; provides limited clerical support such as making copies and collating materials.  Directs the public to their appropriate location within the facility.  Maintains needs list and orders facility-wide supplies, accepts supply deliveries and oversees supply room organization.  Manages all facility related repairs through appropriate channels.  Handles agency vehicles including vehicle maintenance, reservations and check-in and out.

ESSENTIAL FUNCTIONS:

1. Serves as receptionist for the Fernwood Center.  Answers telephone; routes and delivers messages as appropriate; collects mail from all three mailboxes; opens, date stamps and routes all incoming mail; manages postage meter; stamps appropriate postage and sends mail out.  Directs consumers to their appropriate service division.  Maintains central office area including an updated list of pertinent phone numbers (staff, programs, contractors, etc.).
2. Serves as central point for maintenance of the facility.  Oversees all cleaning, landscaping and other facility contracts.  Refers repairs and maintenance needs to Director of General Services and arranges for appropriate authorizations to implement maintenance and repairs.
3. Schedules conference rooms; arranges for accommodations for meetings as requested.
4. Maintains agency library including cataloging, lending, and receiving materials and equipment.
5. Provides operational assistance with facility Polycom equipment.  Trains new staff in facility operations (phones, security system, etc.).
6. Orders facility-wide supplies, reviews and accepts incoming supplies to the facility, manages supply room and routes other deliveries to the appropriate division.
7. Responsible for agency vehicle maintenance, reservation and check in and out of vehicles.

EXPERIENCE/EDUCATION REQUIRED:

• Good written and oral communication skills
• Good organizational skills and time management skills
• Knowledge of public relations concepts
• Knowledge of general office procedures
• Basic computer knowledge and skills
• Basic knowledge of data entry