Receptionist

Receptionist Monroe, Louisiana Full-time, non-exempt $32,000-$34,000 plus benefits Reports to Administrative Manager The Center for Children & Families is seeking a dependable, professional, and welcoming receptionist to serve as the first point of contact for clients, visitors, and community partners. The receptionist serves as the hub of communication for our Monroe campus and plays an important role in the daily operations of the agency.

Responsibilities include

answering phones, greeting visitors, responding to emails, processing referrals, managing mail and deliveries, maintaining electronic records, and providing administrative support. The ideal candidate will demonstrate excellent communication skills, dependability, organization, professionalism, and the ability to manage multiple responsibilities.

Qualifications

High school diploma or equivalent required. Some higher education and previous office or receptionist experience preferred. Excellent verbal and written communication skills, including strong listening skills. Strong organizational skills, attention to detail, time management, and the ability to prioritize multiple responsibilities.

Ability to maintain composure in stressful situations and demonstrate patience, kindness, and professionalism. Dependable attendance, punctuality, and a strong sense of accountability. Ability to work independently while following established procedures and supervisory direction. Proficiency with Microsoft Office, including Word, Excel, and Outlook, and the ability to learn electronic health records and other agency systems.

Ability to maintain confidentiality and exercise discretion when handling sensitive information. Bilingual in Spanish and English preferred. Job Duties and Responsibilities Front Desk Greet clients, visitors, and community partners in a friendly and professional manner, provide directions, and notify staff of their arrival.

Serve as the first point of contact for individuals entering the building or contacting the agency by telephone. Answer a multi-line telephone system, direct calls to the appropriate departments, and accurately record and deliver messages. Maintain the building's visitor log and follow established visitor and building security procedures.

Receive, sort, and distribute incoming mail and deliveries, and prepare outgoing mail and packages for pickup. Maintain a clean, organized, and welcoming reception area. Ensure the front desk remains appropriately staffed and coordinate any necessary coverage with the Administrative Manager. Communication and Collaboration Direct clients, community partners, and referring agency inquiries to the appropriate departments or staff members.

Respond to general inquiries and refer individuals to appropriate agency services or resources. Communicate promptly and professionally with staff regarding visitors, messages, referrals, and other front desk matters. Maintain open and timely communication with the Administrative Manager regarding daily operations, concerns, and assigned responsibilities.

Notify the Administrative Manager of any issues that may affect front desk coverage or daily responsibilities. Data Management Access, enter, and update information in electronic health records and other agency systems. Scan, organize, and file documents accurately and in a timely manner. Receive, document, and process client referrals according to established procedures.

Assist with processing records requests and maintaining appropriate documentation. Maintain the confidentiality of all client-related, employee, and sensitive agency information. Ensure accuracy and completeness when entering or maintaining records. Attendance, Punctuality, and Accountability Report to work as scheduled and be present at the front desk, ready to begin performing assigned duties at 8:30 a.

m. – 4:30 p.m. Monday-Thursday and 8:30 a.m. – 2:00 p.m. Friday Maintain consistent and dependable attendance and punctuality. Notify the Administrative Manager promptly of anticipated tardiness, absences, schedule changes, or other circumstances affecting attendance or front desk coverage, in accordance with agency policy.

Coordinate breaks, meetings, and time away from the front desk with the Administrative Manager to ensure appropriate coverage. Obtain approval from the Administrative Manager before arranging alternate front desk coverage. Maintain professional and timely communication with the Administrative Manager regarding work responsibilities, concerns, and scheduling needs.

Follow established agency policies, procedures, and supervisory instructions. General Duties Provide administrative and clerical support to the Administrative Manager, administrative staff, and agency leadership. Assist with preparing, copying, scanning, organizing, and distributing documents and materials. Maintain necessary front desk supplies and notify the Administrative Manager when supplies need to be replenished.

Demonstrate professionalism, initiative, accountability, and a willingness to assist with assigned responsibilities. Participate in training and assist with training designated backup staff or a replacement, as directed by the Administrative Manager. Perform other duties as assigned by the supervisor. Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. Working Environment The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 regularly works in a business office setting. Duties may require sitting, standing, walking, reaching, stooping, and occasional light lifting. Regular interaction with clients, visitors, and employees is required, along with the ability to communicate effectively and operate standard office equipment and computer systems.

The position requires attention to detail, organization, critical thinking, sound judgment, emotional composure, and the ability to manage competing priorities. Equal Employment Opportunity The Center for Children & Families is an equal opportunity employer committed to inclusion and diversity. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic.