Job Posting OPEN
Receptionist (Morning)
Position: Receptionist (Morning)
Program: Administration
Reports to: Deputy Director
Status: Part-Time, Non-Exempt, 18.75 hours per week (plus fill in substitute as needed for afternoon hours)
Schedule: Monday through Friday, 7:45am - 11:30am
Hourly Wage: $17.00 - $17.50/hour
Job Function: Serves as participant first point-of-contact and operates a multi-line telephone system to answer incoming calls and direct callers to appropriate personnel. Assists in the clerical administration, supporting all Agency Program-areas & Administration by providing clerical support services in a friendly and approachable manner.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
· Opens Main Office building promptly & within 15 minutes of scheduled opening.
· Starts coffee each morning for the Main Office and ensures maintenance equipment (i.e. vacuum, etc.) is put away for the day prior to opening.
· Bring recycling and waste bins in on designated day following pick-up.
· Answers incoming telephone calls on behalf of Agency, determines purpose of calls, and forwards to appropriate personnel or department. Retrieves messages from voicemail and forwards to appropriate personnel.
· Answers questions about the Agency and provides both visitors and callers with community resource information. Provides callers with Agency address, directions, and other information.
· Receives and distributes all incoming mail and other correspondence while keeping the front desk & reception area neat and organized.
· Maintain Main Office reception & lobby media & digital communication platforms.
· Ensure materials in foyer, lobby, and other common areas are stocked & up to date. Ensures spaces are neatly organized and presentable to the public.
· Type all correspondence and material as directed. Assist in copying administrative and programmatic materials as well preparing special mailing, etc.
· Welcomes on-site visitors, determines nature of business, and directs visitors to appropriate personnel/department; promotes positive public relations of Program/Agency services to staff, families and community at large.
· Maintains copy/fax/scan machine, assists users, sends faxes, and retrieves and routes incoming faxes. Creates tickets for service and follows up on all service needs.
· Point of contact for service calls for phone system.
· Orders, receives, and maintains office supplies for CAPCO Administration.
· Prepare printed materials for Early Childhood classrooms as well as other program-areas based on direction and input from departments.
· Maintain CAPCO resource bin, including updating agency and program brochures and marketing materials.
· Receives, tracks, and compiles bi-weekly timecards for Consumer-Directed services payroll processing.
· Working with the Fiscal department, distributes pay checks bi-weekly for the Agency and Consumer-Directed services function, following proper procedure and protocol.
· Attend and assist in setting up staff meetings, in-service training, and other meetings, as requested.
· Maintain the schedules and sign-outs of the Main Office Board room and other common spaces.
· Performs other clerical duties as needed incidental to the reception area.
· Serves as first back up for afternoon Reception coverage as needed to cover call-outs, time-off, etc.
· Covers afternoon Reception closing duties in absence of afternoon Receptionist.
· During absences from the office, communicate with the Deputy Director and/or Agency leadership to determine coverage for the front desk area.
Education and/or Experience
High school diploma or high school equivalency (HSE); plus one year related office experience and/or training; or equivalent combination of education and experience. Minimally have one year experience in computer and basic Microsoft Office setting.
Physical Demands & Work Environment: 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 regularly required to sit. The employee is frequently required to walk; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision. Must be able to work a flexible shift and travel to various program locations at necessary.
Interested candidates should apply below or forward a resume and letter of interest via email to hiring@capco.org or at the CAPCO Main Office, 32 N. Main St., Cortland, NY 13045.
CAPCO is an Equal Opportunity Employer and we do not discriminate against employees or applicants for employment on any legally recognized basis including, but not limited to: veteran status, uniform service member status, race, color, religion, sex, sexual orientation, age, and physical or mental disability. CAPCO will make reasonable accommodations for qualified candidates in adherence of the Americans with Disabilities Act and New York Human Rights Act.