Reception/Data Entry Clerk

The Receptionist is an entry level clerical position that supports the daily operations of C.O.P.E. Family Support Center, Inc. program and services administration. They are often the first point of contact for customers who visit the office, call the agency’s main phone line, or emails the agency’s inbox.  Duties include a range of clerical and data entry responsibilities up to and including working at the front desk of the organization and working on tasks associated with back-office duties. This position requires a flexible schedule, which may include that the individual be available to work Monday through Friday, evenings and weekends. Work will be performed in an office setting.

Essential Duties and Responsibilities:

The following breakdown is intended to provide a general idea of how the Reception/Data Entry Clerk will spend their time, but this list should not be considered an exact representation of duties:

• Greeting and Welcoming: Responsible for greeting guests daily as they arrive in person at the office, call the main phone line, and/or email the C.O.P.E. email box. All customers and clients should feel welcomed and comfortable.
• Directing Visitors: Guide visitors, callers, or email inquiries to the appropriate person or office within the organization.
• Phone Calls: Answer, screen, and forward incoming phone calls promptly. Schedule client appointments for agency services. Be professional and helpful in your communication.
• Maintaining Reception Area: Ensure that the reception area is tidy, presentable, and well-stocked with necessary stationery daily.
• Providing Information: Offer basic and accurate information regarding program and service offerings and resources in person and via phone or email.
• Handling Mail: Receive, sort, and distribute daily mail and deliveries timely and accurately.
• Security and Access Control: Maintain office security by following safety procedures and controlling access via the reception desk (e.g., logging or checking in guests, and issuing visitor badges, and parking assignments).
• Office Supplies: Track inventory monthly, by program and agency needs, and prepare supply lists for ordering.
• Calendar Management: Update calendars and schedule meetings as needed.
• Travel Arrangements: Arrange travel and accommodations and prepare vouchers, as needed.
• Expense Records: Keep updated accurate records of office expenses and costs.
• Clerical Duties: Perform other daily clerical receptionist duties such as filing, photocopying, transcribing, data entry, office coordinating, logging and delivering mail, filing, scanning, shredding, and answering and directing phone calls on a multi-line phone, and other assigned tasks.
• Data Entry: Perform daily database entry accurately and timely in various computer and record tracking systems.
• Organization and Prioritization: Schedule client appointments for agency services as requested and track agency room assignments for clinical therapy appointments.
• Fundraising: Participate in a minimum of two or four fundraising events per fiscal year. The amount will be dependent upon part-time or full-time status.

• Data Entry: Perform daily database entry accurately and timely in various computer and record tracking systems.

  Other duties as assigned.