Job Receptionist Bozeman, MT

Permanent

Website HRDC

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HRDC does not discriminate against any person including customers, employees, and applicants for employment on the basis of race, religion, national origin, sex, age, physical or mental disability, gender identity, reprisal, and where applicable, marital status, familial or parental status, sexual orientation, political ideas and beliefs, level of English skills, if all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by HRDC, in the performance of contracts and the delivery of services or funding. Not all prohibited bases will apply to all programs and/or employment activities.

Job Opening Date: September 19, 2022

Job Closing Date: Open until filled

Anticipated Start: ASAP

Job Status: This is a regular part time position, 24 hours per week (Monday-Wednesday, 8am-5pm)

Wage: $18.00/hour

General Summary of Purpose of this Position:

Welcomes on-site visitors and operates multi-line telephone system to answer incoming calls, determines nature of business, and directs callers to appropriate personnel and announces visitors to appropriate party. Performs a variety of clerical duties including collecting and distributing mail. Must be bondable.

Specific Duties and Responsibilities:

Duty Statements. This position has the following duties and responsibilities. They are listed starting with the most important. This listing does not include minor duties which constitute less than 5% of the position’s time, unless such duties are significantly important or critical to the success of the position. Each of the duties listed below is considered an essential function of this job. (Essential functions are those functions that the employee must be able to perform unaided or with the assistance of a reasonable accommodation. Regular and predictable work schedule and attendance are considered essential functions).

Primary Job Duties and Responsibilities

Customer Service: Welcome and assist on-site visitors with their needs Operate multi-line telephone system to answer incoming calls courteously, determines the nature of business and routes to appropriate personnel Has working knowledge of all HRDC programs to answer questions about organization and programs when applicable, providing callers with address, directions, applications and other information Receive and photocopy documents for applications and assistance requirements Interact with clients and staff members to provide information on variety of HRDC programs and community resource referrals Update and maintain In/Out Board – keep track of staff’s whereabouts. Responsible for scheduling coverage of Reception Desk Participate in building and staff security, including monitoring clients in the lobby, locking building doors, and monitoring security camera footage as needed Provide orientation/training to staff for various office equipment. Communicate effectively with reception coverage staff for continuity of tasks, responsibilities and performance of duties Clerical Duties: Receive, sort, log, and route mail; maintains mail box system Maintain all office equipment, assist users, and retrieve and route incoming faxes. Schedule office equipment maintenance and repair when required Assist in the ordering, receiving, and maintaining office supplies Create and print correspondence, reports, and other documents when necessary Perform other clerical duties as needed, such as filing, photocopying, and collating Track incoming cash and distributes petty cash Prepare and distribute application packets for various programs Collect rent payments and write receipts for rental properties, mail reports, and assist in processing claims for Resource Property Management Distribute payroll checks to staff Assist any program with clerical support Assist with organization, maintenance and upkeep of the Central File System of original organization documents Retrieve messages from the main voice mail and forward to appropriate personnel Assist in updating and maintaining staff telephone list Assist in ensuring outgoing mail to post office daily Assists Fiscal Department: Fiscal duties include: computer entry of cash receipts, collect and log rent payments, prepare receipts; reconcile Petty Cash and prepare claim. Maintain invoice/statement file for supplies account, matching invoices to statements, creates P.O. Maintain Fiscal spreadsheets to verify receipt of payments, donations, and deposits made to the various programs. Photocopy all donations for development. Review and approve departmental deposits Manage fax/copy/postage box and transfer funds to cash receipts periodically Maintains cleanliness of reception, front lobby, copy room, and storage room areas.

Knowledge Skills and Abilities

Language Skills: Read and comprehend basic instructions and present information to others Read, interpret, and write routine reports and correspondence Bilingual Spanish preferred Mathematical/ Money Handling Skills: Basic counting skills Add, subtract, multiply and divide simple numbers Handle all HRDC cash receipts, donations, postage and petty cash, and rents Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form Ability to deal with problems involving several concrete variables in standardized situations Computer Skills: Words per Minute Computer Keyboard Required : 55 wpm 10-Key Strokes per Minute Data Entry Required: Display competency Specialized Office Equipment: Operate/Program Fax Machine, Copy Machine and Postage Operate 10-key Adding Machine to add, subtract, divide or multiply numbers. Multi-line Phone to place, receive or transfer calls or to place and/or retrieve voicemail messages. Responsible for upkeep, maintenance and identifying repair needs. Computer Software and Operating Systems: Utilize computer Spreadsheet to input, format and edit data and save, print or transmit data Utilize computer Word Processing to input, format and edit documents and save, print or transmit documents Utilize computer Internet/ E-Mail to access, send, retrieve, save, print or transmit documents, or data files Operate Personal Computer with Windows operating system to start programs, input, format and edit data files and print or transmit data Utilize proprietary, custom or online programs or data bases to input, format and edit data and save, print or transmit data HRDC, Professional or Governmental Policies and Regulations: State or Federal Regulations or Laws (List by Name): N/A Agency Policies or Procedures (List by Name): HRDC policies and procedures. Professional Licenses or Certifications Required by Law, Rule or Regulation for Performing this Position: None Licenses or Certifications That Would Be Useful but Are Not Required: N/A

Other Required Knowledge, Skills or Abilities: Ability to effectively work and communicate with a wide range of individuals from all socio-economic groups Ability to read, interpret and implement documents such as governmental regulations, rules, and procedure manuals Ability work with minimal supervision and effectively manage work flow Ability to respond effectively to the most sensitive inquiries or complaints from customers or claimants Essential Physical, Mental and Emotional Requirements of This Position:

The following physical, mental and emotional abilities are considered essential to perform the duties listed above: While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 20 pounds, and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The incumbent must be able to perform multiple tasks simultaneously, must be able to work under time and/or deadline pressures. Education and Experience

Education: The following course(s) of study or class work usually provides the required knowledge skills and abilities to perform the duties of this position: Graduation from high school or GED required Experience: The following kinds of experience usually provide the required knowledge skills and abilities to perform the duties of this position: Two years of experience in this field required Supervision

Supervision Received:

This position operates under general supervision of a supervisor.

This position supervises the following position(s): None

This position has the following supervisory responsibilities: No supervisory responsibility

Decisions

Impact of Decisions and Errors Made by Position:

Decisions, final recommendations and/or errors affects provision of service Agency-wide

Judgment Required to Make Decisions: Requires judgment to solve day today routine problems, but unusual problems go to supervisor Financial Responsibility

This position is accountable for the following company money, funds, and budgets:

Cash receipts tally, petty cash, RPM rents, Energy Share payments, postage, and office supply orders

This position is authorized to sign the following documents and forms: Purchase Orders for office supplies Personal Contacts

The incumbent is responsible for the following personal contacts (either in oral or written form) when performing the duties and responsibilities of the position: Daily interaction with the public or consumers Interact with program directors and executives on a daily basis Interact with representatives of other service providers on a weekly or more frequent basis Interact with funding agencies to provide information or exchange facts Interact with governmental compliance or auditors to provide information or exchange facts Confidentiality: The incumbent has complete access to client names and files and to some agency data. Working Conditions The incumbent is exposed to the following unusual, potentially hazardous or unpleasant working conditions: Works in temperature controlled office environment. Occasional exposure to angry, violent clients.

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