Job Details
Job Location
Community & Family Programs – Portland, OR
Position Type
Full Time
Salary Range
$20.68 – $23.08 Hourly
Job Shift
Day
Job Category
Facilities
Description
The Reception Ambassador has a key public relations role at the Center for Self Enhancement, Inc. (SEI) and is responsible for making a good first impression as the first-person visitors, staff, students and parents’ encounter. The Reception Ambassador is responsible for all front office functions and for the general decorum of the lobby area of SEI/Community & Family Programs. This position provides support to SEI’s Administrative Departments. This position that reports to the Facilities Manager & Extended Day Programs Director. Standard hours will be Monday thru Friday, 9:00 AM 5:00 PM.
PRIMARY Job responsibilities
- Greet and direct visitors, parents, students, and staff.
- Answer phones, assist with brief inquiries about the Agency and transfer calls to appropriate staff members (Distribute brochures or information about the center as requested by visitors).
- Responsible for contacting all On Call personnel for Receptionist duties
- Assists Department Leaders in developing processes, procedures, templates and other tools to accurately and efficiently implement operations of Main SEI & Community & Family Programs offices
- Coordinates the maintenance of office equipment including all photo copiers, fax machines, postage meter, etc. and ensures office equipment is operating optimally on a daily basis
- Develop a system to Accept, sign and organize all delivery packages, delivered mail (Open/sort) to appropriate departments and receipt appropriate documents.
- Work with HR Team to schedule hiring interviews and New Hire Orientation, contacting candidates, scheduling of rooms for interviews and programs clerical support if needed
- Develop, manage, and ensure all van reservations are complete, valid and accurate for check in and checkout of keys
- Manage the organization of Van inspections for cleanliness and ready for use (Partner with facilities team).
- Participates on the Safety Committee and other appropriate internal committees as assigned
- Knowledge and use of Smartsheet’s, review new supply and business card orders, make supply purchases, accept and contact staff of deliveries to be picked up
- Support the organization & scheduling of building use by outside businesses or partners
- Maintain all visitor sign in.
- Coordinate with facilities the cleaning and organization of the staff lounge (printers, copier) to ensure the tidiness and supplies are filled and available for staff use
- Provide training for all new staff on how to use SEI Phone system
- Perform variety of clerical duties including but not limited to calendar management, meeting preparation/scheduling, creation of flyers and other presentation materials relevant to SEI
- Accepts other appropriate duties/responsibilities as assigned by SEI management.
Qualifications
QUALIFICATIONS
- Bachelor’s Degree in a related field desired. Experience directly related to the job duties may be substituted for education requirement.
- Minimum of 2 years of office receptionist experience
- Familiarity with Self Enhancement and/or social services environments ideal.
- Must have excellent organizational skills and be detail oriented.
- Must have excellent coordination skills with the ability to prioritize and meet multiple deadlines
- Proven ability to perform under pressure while effectively & efficiently handle multiple simultaneous complex tasks and projects
- Excellent computer skills (Microsoft Office Suite) and ability to perform internet research
- Excellent writing skills to include proper grammar, report writing/formatting, proofreading and editing
- Proven effective interpersonal communication skills including the ability to effectively interface with all levels of cultures and people.
- Must be familiar with all aspects of SEI programming and activities.
- Must have current and valid state driver’s license, in good standing with no insurability restrictions and must be insurable under SEI’s auto insurance
Policy. Note: This job description may change as programming evolves. SEI management reserves the right to amend this description at any time. Updated 9/2022.