Receptionist/Clerical Assistant

Receptionist/Clerical Assistant

The Receptionist/Clerical Assistant will represent Community Action Partnership (CAP OC) to incoming callers and in-person potential clients inquiring about CAP OC services as well as assist the People and Culture Department in a clerical capacity to assist with the daily operations. This position greets all visitors to the main office and answers and transfers incoming calls to the appropriate department. This is an onsite position with a Monday through Friday schedule of 8 a.m. to 4:30 p.m.

WHAT YOU WILL ACCOMPLISH IN THIS ROLE

Under the direction of People and Culture management, the Receptionist/Clerical Assistant will handle all incoming calls and assist all visitors to the Administrative Lobby. The Receptionist/Clerical Assistant will perform a variety of clerical duties that include, but are not limited to, filing, copying, mailing, distributing daily mail, following up on IT tickets for office equipment, and assembling staff mailers.

The hourly rate for this position is $23.50 - $24.50. A remote or hybrid schedule is not available for this position.

Bilingual English/Spanish or English/Vietnamese in both written and oral communication preferred.

ROLES AND RESPONSIBILITIES

• Greets visitors entering the Administrative Lobby, inquires about reason for visit, directs the visitor(s) to the appropriate department, notifies appropriate employee of visitor(s) in the lobby, and provides information to visitor(s) on CAP OC services as needed. In-person visitors are always the first priority of all job duties.
• Receives incoming calls to CAP OC, determines the reason for call, directs the caller to the appropriate department or employee, provides general information about CAP OC’s services, retrieves voicemail messages and forwards to appropriate employee or department. Note that voicemail is only used when there are multiple callers at the same time; the expectation is that the Receptionist/Clerical Assistant will answer all incoming calls unless already on a previous call.
• Works with the CAP OC Call Center and corresponding Supervisors to ensure that the call tree on the phone system is up to date and issues resolved to allow for the fastest and smoothest client experience. This position is expected to be part of the overall phone system support team and sits in on vendor update meetings and system change implementations.
• Maintains the lower-level Administration Office (including the lobby, break room, Administration copier area, mail room and common areas) in a neat and orderly manner, ensuring the lobby looks presentable.
• Ensures the break room is clean and presentable each morning and that the Administration copier is full of copy paper for the start of each business day. Works with the IT Department to ensure the copier is fully functional.
• Works with the Facilities and Safety Manager to ensure that the Administration sinks, water station, and lighting is in proper condition.
• Maintains mailbox organization (including adding new hires and removing terminated staff) and ensures the proper level of office supplies to support the lower-level staff; orders office supplies as needed or requested.
• Distributes incoming mail, documents, packages, and courier deliveries to appropriate departments, posts all outgoing mail, documents, packages utilizing the postage machine, and ensures all posted items are ready to be picked up on a daily basis. As directed, prepares courier service mailing labels and process postage; may be called upon to arrange pick up or return of courier items.
• Continually reminds staff to retrieve unclaimed packages from the Administration area.
• Produces ID badges for new hires and replacement ID badges as needed, ensures ready supply of all products needed to make an ID badge are available, keeps badge making equipment is working order and schedules repairs as needed.
• Oversees the inventory of CAP OC staff shirts ensuring inventory is on hand for distribution to new hires; distributes appropriately sized CAP OC shirt to new hire; orders additional shirts as needed from qualified vendor; and keeps inventory on hand neat and orderly.
• Performs clerical duties such as copying, filing, conference room set up and breakdown, ordering supplies, assembly of training packets/materials, and other clerical support duties as needed for People and Culture.
• Assists with the preparation of new hire packets while maintaining confidentiality of critical and sensitive information.
• Types letters and notes and performs other clerical duties and projects as assigned while maintaining service excellence on primary duties.

THE IDEAL CANDIDATE HAS KNOWLEDGE AND EXPERIENCE IN

• Operating a multiline telephone switchboard operation, exhibiting appropriate phone etiquette, and handling public inquiries and/or difficult situations.
• Being the face and voice of an organization to callers and visitors. Maintaining a professional demeanor while being open, friendly, and helpful.
• Office and business procedures, handling multiple business projects and prioritization of workload.
• Working efficiently with demanding time constraints.
• Maintaining effective relationships with staff, management, participants, visitors, volunteers, and interns.
• Working both independently and collaboratively within a team.

IDEAL CANDIDATE MUST BE

• Customer service oriented: Possess excellent customer service skills and have the ability to establish rapport with staff, volunteers, interns, the public, and participants from culturally diverse backgrounds.
• Ethically Focused: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and aligns with the values of the organization.
• Inclusive: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Work focused: Being detailed oriented while working accurately and efficiently on a consistent basis without assistance. Strong organizational skills. Work schedule is typically Monday through Friday but are subject to change.
• Collaborative: Work collaboratively in a team environment both internally and externally with the capability to negotiate successful outcomes for all parties.
• Language skilled: Demonstrate a clear, concise, and effective command of the English language in both oral and written form. Bilingual English/Spanish or English/Vietnamese is desirable.
• Mathematical: Ability to add, subtract, multiply and divide to verify figures for accuracy. Mathematical skills are sufficient to create, compose and/or compile information and data for reports, forms, and presentations.
• Computer literate: Competently use the Internet, Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams) and other applications via a desktop and/or laptop computer. Competently use a camera, printer, projector, copier, Smart cell phone and/or other electronic devices.

EDUCATION AND EXPERIENCE

High school diploma or GED required, and at least 1-year receptionist or clerical experience in a professional environment needed. Bilingual English/Spanish or English/Vietnamese in both written and oral communication preferred.

TRAVEL

Possess a valid California Driver’s License with a driving record that meets minimum standards established by CAP OC insurance carrier, proof of vehicle insurance, access to a vehicle and willingness to drive/travel when required.

Typically, travel is local during the business day to/from CAP OC locations or within Orange County. Incumbent will use personal vehicle. Possible travel may occur during evening hours and out-of-the-area.

PHYSICAL DEMANDS

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.

The work environment for this role is both indoors in an office environment and outdoors in varying temperatures and weather conditions. While performing the duties of this job, the employee is regularly required to bend, stoop, reach, pull, push, stand, kneel, sit, twist, turn, stand, walk, bend at the waist, talk and hear, vision abilities include close vision, distance vision, color vision, ability to adjust focus, prolong manual dexterity of wrist and fingers, and moderate to prolong computer work. Employees will experience prolonged periods of both sitting and/or standing in an office environment. The employee must regularly lift and/or move objects up to twenty-five (25) pounds.

MEDICAL EXAMINATION AND BACKGROUND CHECK

A medical examination is required of each new employee whose physical condition must meet the minimum requirements prescribed for the position. In addition, prospective employees must pass a pre-employment physical, drug screen, Live Scan and background check. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

HOW TO APPLY

Please Apply at Community Action Partnership of Orange County’s website at www.capoc.org.