The Receptionistprovides administrative support to The Salvation Army Alegria. This position will initiate and coordinate the clerical functions required in effective implementation of administrative policies of the program. The Receptionist is responsible for operation of the switchboard, monitoring security screens, and for reception of residents and visitors of The Salvation Army Alegria.

Duties (May include the following):

Information System

· Receive, direct and relay telephone messages, fax messages and scanned images.

· Pick up and deliver the mail.

· Take messages containing complete and accurate information, as needed.

· Open and date stamp all general correspondence.

· Record and handle all incoming and outgoing couriers.

Visitors/Lobby/Security Management

· Manage sign-in log.

· Welcome visitors and guests and direct appropriately.

· Arrange maintenance visits and logging the duration thereof.

· Maintain security of The Salvation Army Alegria by regularly monitoring security system.

· Operate switchboard in a courteous and efficient manner.

· Greet and assist visitors and family members promptly and courteously when they arrive in the Lobby.

· Accept and distribute grievance forms and maintenance requests from program residents.

· Demonstrate internal and external customer/client service.

Records System

· Maintain the general filing system and file all correspondence.

· Maintain the confidentiality of correspondence, documents, discussions, meetings and telephone calls.

· May reconcile cash and checks collected, and prepare deposits.

· Assist with financial coding and invoices.

Meetings

· Assist in the planning and preparation of meetings, conferences and conferencetelephone calls.

· Make preparations for meetings.

· Assist with taking minutes of meetings as needed.

Inventory and Office

· Maintain an adequate inventory of office supplies and program inventory.

· Initiate orders of new supplies when necessary.

· Monitor the use of supplies and equipment.

· Coordinate the repair and maintenance of office equipment.

Secretarial Tasks

· Perform data entry for special on-going projects.

· Provide word-processing and secretarial support.

· Design and edit drafts of correspondence, reports, forms, charts, memos, and other documents, as needed in both Spanish and English.

· Provide translation support for documents and residents.

· Perform daily clerical duties such as answering and screening telephone calls; taking messages; sorting and distributing incoming mail and faxes; copying and collating; and other routine duties necessary to assist senior personnel and departmental management.

Support Director and Other Staff

· Maintain positive working relations with Alegria and The Salvation Army staff, volunteers, residents, visitors and community representatives.

· Assist the Director and other staff as requested.

Program Statistics

· Gathers relevant data and compile statistical program reports for contracts and internal reporting.

· Audit data collection to ensure statistical information is accurate and reflects requirements of contracts

Qualifications

· Must have basic knowledge of the HIV/AIDS virus OR willing to learn

· Must have good interpersonal skills.

· Must pass criminal background check

· Fluency in Spanish and English strongly preferred.

· Excellent communication and problem-solving skills.

· Customer service oriented.

· Committed to hard work and continual learning.

· Effective verbal and listening.

· Must be culturally sensitive and non-judgmental

· Advanced computer skills (Word, Excel, Google Docs., Power point)

· Ability to type 40-50 wpm

· Ability to keep detailed reports and meets financial deadlines.

· Ability to work well with others in sometimes-difficult circumstances

· Time management skills.

**Even if you do not meet all of the qualifications, we would still love to work with you!

Shifts

· 8:00am-4:30pm Monday-Friday

· May be broken down based on volunteer’s availabilities

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