PT receptionist / front desk attendant - Philadelphia, PA

Saturdays Only 8A to 3P

PRIMARY FUNCTION: As Family School's first point of contact, the Front Desk Attendant/Receptionist engages in opportunities that positively impact the customer experience via face-to-face contact and telephone. This position welcomes participants and visitors and provides clerical support to multiple areas.

DUTIES & RESPONSIBILITIES

• Ensure the provision of a welcoming environment which includes welcoming program participants and visitors professionally and timely
• Provide daily front desk coverage
• Greet all visitors and alert staff of their arrival and direct visitors to appointments upon arrival
• Display all sign-in sheets for staff, families/clients, visitors, and vendors
• Assist families and visitors to comply with Elwyn's entrance protocols
• Secure the front door and open the front door between 8:45 am and 9:30 am for arriving families
• Confirm that the driver and/or the driving assistant sign in all children transported on the van and direct them to appropriate location
• Verify and maintain contact numbers for both the driver and foster/kinship parent in the event of an emergency
• Secure the personal belongings of parents and place in the locked cabinet prior to them reporting to the appropriate location
• Retrieve and return personal belongings of parents from the locked cabinet during break time and at the end of the program day
• Receive and direct all incoming calls in a professional and courteous manner
• Answer questions efficiently and direct or transfer to appropriate person
• Engage with consumers to best understand their needs and requests
• Engage active listening skills with callers with complaints to diffuse emotional situations via telephone and in-person
• Maintain the call and message database; document complaints and resolution
• Track voicemails and appropriate incoming phone calls on the main telephone number on the call log spreadsheet
• Train temporary workers and employees who provide backup support to the position to operate main telephone to ensure coverage
• Maintain Staff Directory by name, room/office number, telephone numbers/extensions to ensure calls can be directed accurately and expeditiously
• Maintain Staff Evacuation list, update as needed to reflect all current staff and remove all termed staff; actively participate on the Safety Committee
• Maintain and update employees' email address list to ensure delivery of email communications to all staff when instructed by program management
• Maintain open communication with security department and lobby staff to ensure safety of clients and employees
• Complete clerical duties including, but not limited to, shredding, filing, organization of documents, stocking supplies, organizing clothing, etc., and maintain a reorder supply list for each classroom as necessary and assigned
• Perform other duties as assigned

IMMEDIATE SUPERVISOR: Director, Child Welfare

CONTACTS: Program participants, visitors, staff, parents/guardians/caregivers, vendors, community agency representatives

EDUCATION/EXPERIENCE/QUALIFICATIONS:

• High school diploma or graduate equivalency diploma (GED); post-secondary degree or specialized training in administrative/office work preferred
• Previous experience working in an office setting; experience in an early childhood/educational setting preferred
• Demonstrated ability to work effectively as part of a team
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrated solid judgment with the ability to solve problems and make decisions in consultation with direct supervisor
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions in consultation with direct supervisor
• Must possess excellent customer interaction, collaboration, written and verbal communication skills, and strong organizational skills
• Demonstrated basic experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Previous experience with phone systems preferred

PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.