Position Summary:

The Receptionist / Administrative Assistant is responsible for providing support to office manager and case management staff. This position requires answering incoming calls, directing them to the appropriate associates, and managing mail distribution. This role also includes maintaining office supplies and performing additional clerical duties to support daily operations. As the first point of contact for visitors and callers, the Receptionist ensures professional and courteous interactions with consumers and staff while contributing to a well-organized and efficient office environment.

 

Essential Job Functions:

 

Front Desk & Communication:

Answer telephone calls and direct them to the appropriate staff member. Transfer calls to voicemail when staff are unavailable. Greet and screen office visitors, providing non-technical information and directing them to the appropriate party. Take and retrieve messages for staff and consumers. Provide general information, including company address, directions, fax numbers, website, and other related details. Receive, sort, and forward incoming mail. Distribute inter-office mail and faxes. Coordinate express mail services (FedEx, UPS, etc.). Assist with ordering, receiving, stocking, and distributing office supplies. Maintain inventory of copier ink and program supplies. Assist with printing and filing documents. Create and update forms for various departments. Generate and print certificates for staff training and consumer program achievements. Prepare handbooks, brochures, envelopes, and pamphlets as needed. Complete and submit check requests accordingly. Maintain and update the agency contact sheet. Coordinate the scheduling of conference room reservations. Assist in planning and preparing office celebrations, including decorating and preparing birthday cards for employees. Participate in special department projects as needed. Learn about all agency services to provide accurate information to callers and visitors. Participate in meetings and required trainings. Perform other administrative activities including typing letters or reports, performing clerical accounting and data collection/entry. Schedule appointments and arrange travel schedules, reservation, and other accommodations for the case management team. Run errands upon request. Ensure compliance with all orientation and mandated training activities within required timeframes. Embrace and embody the mission, vision, guiding principles, and goals of WestCare Foundation. Assist other WestCare staff collaboratively to maintain professionalism and community engagement. Availability to work a flexible schedule as required by the department, including nights and weekends.   Perform any other duties as assigned.