AGENCY OVERVIEW

From fires to the pandemic, adoption to end-of-life care, and everything in between, Jewish Family and Children’s Services (JFCS) is a community resource to meet the many challenges individuals and families face. With over 40 programs and services supporting home care for seniors, therapy for children, youth volunteer programs, services for people with disabilities, and so much more.

OUR CAREER OPPORTUNITY

JOB TITLE: Administrative Receptionist
REPORTS TO: Administrative Operations Director
EMPLOYMENT TYPE: Full-time, with benefits
JOB LOCATION: Palo Alto, CA

BENEFITS:

• Be part of a financially stable nonprofit with a long and rich history
• Be part of a large multi-faceted organization serving 120,000 people with over 40 programs
• Make positive differences in the lives of thousands of individuals and families we serve each year
• 16 holidays total (Includes 9 federal holidays & up to 6 Jewish holidays each year)
• Employer 403(b) retirement Match and Additional Employer Contribution (Subject to eligibility requirements)
• 3 weeks’ vacation & 2 weeks’ sick time per year
• Cafeteria Plan
• Pay range $25 – $27 per hour

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POSITION SUMMARY: Under the supervision of the Administrative Operations Director, the Administrative Receptionist serves as the first point of contact for the agency, providing administrative and clerical support to the Palo Alto Regional Office. The Administrative Receptionist is knowledgeable in providing information to individuals inquiring about all programs/services offered by Jewish Family and Children’s Services Administrative Receptionist’s responsibility is to provide administrative support to therapists, associates, managers, directors, and additional office executives. This includes but is not limited to greeting guests, handling catering, managing conference room scheduling, checking in clients, managing payment, and assisting with team events and programs. The Administrative Receptionist partners closely with the Administrative Operations Director to maintain office and kitchen supplies, scanning, copying, distributing documents, assisting with filing and organizational projects, and keeping the public space clean and organized.

The Administrative Receptionist understands and assists in meeting budget and services goals, understands the mission and objectives of Jewish Family and Children’s Services, and works within the limitations of the Agency’s resources and performs all duties in compliance with agency standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• AS the first point of contact, enthusiastically welcomes our guests, volunteers, and staff, anticipates their needs, assists with arrival, office orientation, and departure – responds promptly and creates a positive and memorable experience with a warm and welcoming environment
• Knowledgeable of the agency programs offered to the community and appropriately refers individuals to applicable children, adults, and seniors-at-home programs as needed and provides basic information about programs/services
• Maintains a professional and organized workspace environment, ensuring that confidential files and financial documents are out of public view and that the guest lobby is clean, clutter-free, and meets the professional and safety standards established by the Agency.
• Assists the Volunteers Department with food bank pick-up; organizes grocery bags in the front area of the office for volunteers to pick up
• Assists with the process of receiving/recording donations, usage/maintenance of the food bank, and/or other agency services
• Collects payments from clients efficiently and accurately, records transactions, prepares bank deposits, handles petty cash transactions, prepares reports, and maintains accurate records
• Ability to review client history statements, reconcile client accounts and communicate accurate information to the Administrative Operations Director regarding the status of client accounts
• Manages the Master Outlook Reception Desk calendar system; monitors up to 10 staff calendars daily; transfer their appointments to the Master Reception Desk Calendar, noting appointments kept, cancellations, and payment taken
• Performs routine duties for staff including making copies, setting up meeting spaces, greeting the public, accepting client payments, the directing public to appropriate workshops or events, and ensuring meeting spaces are ready for future use
• Uses agency database management information system to routinely enter client registrations; track client progress and participation and generate reports
• Sets up and maintains a well-organized electronic file folder system to use and/or share files on select network drives efficiently
• Assists to order office supplies and maintains an orderly office supply inventory and space
• Participates in JFCS departmental meetings and trainings, and represents department in a professional demeanor
• Maintains privacy and confidentiality for clients and employees
• Fosters a spirit of teamwork and unity among JFCS staff that allows for cultivating ideas, expeditious resolution of conflict, and the appreciation of diversity as well as cohesiveness, supportiveness, and working together to enable each employee and the department to succeed
• Complies with the Jewish Family and Children’s Services Policy and Procedures Manual, as well as agency health and safety standards for clients, employees, and the facility
• Performs other duties as assigned by the Administrative Operations Director, other support and

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Sitting for extended period
• Walking, standing, twisting, and bending for brief periods of time
• Reaching and/or grasping using hands and/or arms
• Required to lift to 10 pounds
• Required to ascend/descend stairs
• Regular use of hands requires dexterity in using the telephone, computer keyboard, and mouse
• Visual ability to read documents and computer monitor
• Exposure to moderate noise levels characteristic of working in an office environment

QUALIFICATIONS

• 2 years of previous Reception/Administrative support experience in a professional environment is required
• Intermediate proficiency in Microsoft Outlook is required
• Basic proficiency in Microsoft Work & Excel is preferred
• Highly organized with excellent attention to detail, adept in prioritization of varied tasks to meet deadlines and maintain a well-functioning office
• Excellent verbal and written communication skills
• Ability to quickly learn the different programs offered by JFCS and the innate ability to appropriately communicate the programs to individuals and clients with utmost care and compassion
• Ability to work cooperatively as part of the support team and to take initiative
• Previous experience in a demanding and competing deadline-driven environment is a must
• Ability to work under pressure and prioritize diverse demands

Ability to operate and troubleshoot if needed, required office equipment ie., postage meter, various printers, coffee machine, security computer software, laminating device, etc.

This is a full-time, non-exempt position with benefits.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.