Receptionist
Company: HRDC
Location: Bozeman
Posted on: May 15, 2022
Job Description:
Job DescriptionSalary: $17.75/hourIf you are viewing this job
listing from a job posting board (indeed, LinkedIn, etc.) and wish
to apply for this position you MUST do so directly through our
website (http://hrdc.bamboohr.com/jobs/). If you apply through
Indeed or LinkedIn, your application WILL NOT be complete and you
will therefore not be considered for the position.Human Resource
Development Council is an Equal Opportunity Employer. We consider
applicants for all positions on the basis of qualifications and
without regard to race, color, religion, sex, national origin,
gender, marital status, veteran status, disability, sexual
orientation and any other legally protected status.Job Opening
Date: May 10, 2022Job Closing Date: Open until filledAnticipated
Start: ASAPJob Status: This is a regular part time position (20
hours per week) working M-F, 12:30PM-4:30PMWage: $17.75/hourGeneral
Summary of Purpose of this Position:Welcomes on-site visitors and
operates multi-line telephone system to answer incoming calls,
determines nature of business, and directs callers to appropriate
personnel and announces visitors to appropriate party. Performs a
variety of clerical duties including collecting and distributing
mail. Must be bondable. Specific Duties and Responsibilities:Duty
Statements. This position has the following duties and
responsibilities. They are listed starting with the most important.
This listing does not include minor duties which constitute less
than 5% of the position's time, unless such duties are
significantly important or critical to the success of the position.
Each of the duties listed below is considered an essential function
of this job. (Essential functions are those functions that the
employee must be able to perform unaided or with the assistance of
a reasonable accommodation. Regular and predictable work schedule
and attendance are considered essential functions).Primary Job
Duties and ResponsibilitiesCustomer Service:
- Welcome and assist on-site visitors with their needs
- Operate multi-line telephone system to answer incoming calls
courteously, determines the nature of business and routes to
appropriate personnel
- Has working knowledge of all HRDC programs to answer questions
about organization and programs when applicable, providing callers
with address, directions, applications and other information
- Receive and photocopy documents for applications and assistance
requirements
- Interact with clients and staff members to provide information
on variety of HRDC programs and community resource referrals
- Update and maintain In/Out Board - keep track of staff's
whereabouts.
- Responsible for scheduling coverage of Reception Desk
- Participate in building and staff security, including
monitoring clients in the lobby, locking building doors, and
monitoring security camera footage as needed
- Provide orientation/training to staff for various office
equipment.
- Communicate effectively with reception coverage staff for
continuity of tasks, responsibilities and performance of
dutiesClerical Duties:
- Receive, sort, log, and route mail; maintains mail box
system
- Maintain all office equipment, assist users, and retrieve and
route incoming faxes. Schedule office equipment maintenance and
repair when required
- Assist in the ordering, receiving, and maintaining office
supplies
- Create and print correspondence, reports, and other documents
when necessary
- Perform other clerical duties as needed, such as filing,
photocopying, and collating
- Track incoming cash and distributes petty cash
- Prepare and distribute application packets for various
programs
- Collect rent payments and write receipts for rental properties,
mail reports, and assist in processing claims for Resource Property
Management
- Distribute payroll checks to staff
- Assist any program with clerical support
- Assist with organization, maintenance and upkeep of the Central
File System of original organization documents
- Retrieve messages from the main voice mail and forward to
appropriate personnel
- Assist in updating and maintaining staff telephone list
- Assist in ensuring outgoing mail to post office dailyAssists
Fiscal Department:
- Fiscal duties include: computer entry of cash receipts, collect
and log rent payments, prepare receipts; reconcile Petty Cash and
prepare claim.
- Maintain invoice/statement file for supplies account, matching
invoices to statements, creates P.O.
- Maintain Fiscal spreadsheets to verify receipt of payments,
donations, and deposits made to the various programs. Photocopy all
donations for development.
- Review and approve departmental deposits
- Manage fax/copy/postage box and transfer funds to cash receipts
periodicallyMaintains cleanliness of reception, front lobby, copy
room, and storage room areas.Knowledge Skills and Abilities
Language Skills:
- Read and comprehend basic instructions and present information
to others
- Read, interpret, and write routine reports and
correspondence
- Bilingual Spanish preferred Mathematical/ Money Handling
Skills:
- Basic counting skills
- Add, subtract, multiply and divide simple numbers
- Handle all HRDC cash receipts, donations, postage and petty
cash, and rents Reasoning Ability:
- Ability to apply common sense understanding to carry out
instructions furnished in written, oral, or diagram form
- Ability to deal with problems involving several concrete
variables in standardized situations Computer Skills:
- Words per Minute Computer Keyboard Required : 55 wpm
- 10-Key Strokes per Minute Data Entry Required: Display
competency Specialized Office Equipment:
- Operate/Program Fax Machine, Copy Machine and Postage
- Operate 10-key Adding Machine to add, subtract, divide or
multiply numbers.
- Multi-line Phone to place, receive or transfer calls or to
place and/or retrieve voicemail messages.
- Responsible for upkeep, maintenance and identifying repair
needs.Computer Software and Operating Systems:
- Utilize computer Spreadsheet to input, format and edit data and
save, print or transmit data
- Utilize computer Word Processing to input, format and edit
documents and save, print or transmit documents
- Utilize computer Internet/ E-Mail to access, send, retrieve,
save, print or transmit documents, or data files
- Operate Personal Computer with Windows operating system to
start programs, input, format and edit data files and print or
transmit data
- Utilize proprietary, custom or online programs or data bases to
input, format and edit data and save, print or transmit data HRDC,
Professional or Governmental Policies and Regulations:
- State or Federal Regulations or Laws (List by Name): N/A
- Agency Policies or Procedures (List by Name): HRDC policies and
procedures. Professional Licenses or Certifications Required by
Law, Rule or Regulation for Performing this Position:
- None Licenses or Certifications That Would Be Useful but Are
Not Required: N/A Other Required Knowledge, Skills or Abilities:
- Ability to effectively work and communicate with a wide range
of individuals from all socio-economic groups
- Ability to read, interpret and implement documents such as
governmental regulations, rules, and procedure manuals
- Ability work with minimal supervision and effectively manage
work flow
- Ability to respond effectively to the most sensitive inquiries
or complaints from customers or claimants Essential Physical,
Mental and Emotional Requirements of This Position: The following
physical, mental and emotional abilities are considered essential
to perform the duties listed above:
- While performing the duties of this job, the employee is
frequently required to stand; walk; sit; use hands to finger,
handle, or feel; reach with hands and arms; climb or balance;
stoop, kneel, crouch, or crawl; talk and hear.
- The employee must regularly lift and/or move up to 10 pounds,
frequently lift and/or move up to 20 pounds, and occasionally lift
and/or move up to 30 pounds.
- Specific vision abilities required by this job include close
vision, distance vision, color vision, peripheral vision, depth
perception, and ability to adjust focus.
- The incumbent must be able to perform multiple tasks
simultaneously, must be able to work under time and/or deadline
pressures. Education and Experience Education: The following
course(s) of study or class work usually provides the required
knowledge skills and abilities to perform the duties of this
position:
- Graduation from high school or GED required Experience: The
following kinds of experience usually provide the required
knowledge skills and abilities to perform the duties of this
position:
- Two years of experience in this field required Supervision
Supervision Received:This position operates under general
supervision of a supervisor. This position supervises the following
position(s): None This position has the following supervisory
responsibilities: No supervisory responsibility Decisions Impact of
Decisions and Errors Made by Position:Decisions, final
recommendations and/or errors affects provision of service
Agency-wide Judgment Required to Make Decisions:
- Requires judgment to solve day today routine problems, but
unusual problems go to supervisor Financial Responsibility This
position is accountable for the following company money, funds, and
budgets:Cash receipts tally, petty cash, RPM rents, Energy Share
payments, postage, and office supply orders This position is
authorized to sign the following documents and forms:
- Purchase Orders for office supplies Personal Contacts The
incumbent is responsible for the following personal contacts
(either in oral or written form) when performing the duties and
responsibilities of the position:
- Daily interaction with the public or consumers
- Interact with program directors and executives on a daily
basis
- Interact with representatives of other service providers on a
weekly or more frequent basis
- Interact with funding agencies to provide information or
exchange facts
- Interact with governmental compliance or auditors to provide
information or exchange facts Confidentiality:
- The incumbent has complete access to client names and files and
to some agency data. Working Conditions
- The incumbent is exposed to the following unusual, potentially
hazardous or unpleasant working conditions:
- Works in temperature controlled office environment.
- Occasional exposure to angry, violent clients.
Keywords: HRDC, Bozeman , Receptionist, Administration, Clerical , Bozeman, Montana
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