Agency Receptionist

Community Action Agencies; Battle Creek (MI); On-site; USD 32,000 - 40,000; Full time

Job summary

Community Action Agency South Central Michigan is seeking an organized receptionist to greet visitors, answer questions, and guide people to the right programs. You will manage intake scheduling, assist with clerical tasks, and maintain accurate client records with confidentiality.

This role requires strong communication, multitasking, and proficiency with Microsoft Office. It involves coordinating appointments and supporting outreach events, including Walk for Warmth, in a collaborative office

Qualifications

• High school diploma or GED required.
• Additional coursework or training in office administration, business, customer service, or a related field is preferred.

Responsibilities

• Serves as the first point of contact for clients, visitors, vendors, and community partners entering the agency.
• Greets all visitors in a professional, courteous, and welcoming manner.
• Provides general information regarding agency programs, services, office locations, and agency procedures.
• Assists visitors by directing them to the appropriate staff member, department, or program.
• Maintains a positive customer service environment that reflects the agency's mission and values.
• Monitors reception area to ensure a safe, organized, and professional appearance.
• Receives and directs deliveries, mail, and packages to appropriate staff.
• Answers and routes incoming telephone calls using a multi-line telephone system.
• Screens calls and inquiries to identify client needs and determine appropriate referrals.
• Responds to routine program and agency inquiries utilizing established procedures and resources.
• Accurately records and distributes messages to agency personnel.
• Assists clients with obtaining information regarding agency services, eligibility requirements, program availability, and intake procedures.
• Maintains professionalism and confidentiality during all client interactions.
• Schedules appointments for agency programs and services in accordance with program requirements and agency procedures.
• Maintains intake and service schedules to ensure efficient client flow and service delivery.
• Reviews appointment requirements with clients and explains necessary documentation.
• Assists with intake support functions and client screening as assigned.
• Reschedules appointments and communicates schedule changes to clients and staff.
• Provides referrals to appropriate Community Action programs, partner agencies, and community resources based on identified needs.
• Performs administrative and clerical duties including filing, scanning, copying, data entry, document preparation, and record maintenance.
• Inputs and updates client information within agency databases and software systems.
• Assists with document collection and organization for intake and program administration.
• Maintains accurate records in accordance with agency standards and funding requirements.
• Prepares outgoing mail and distributes incoming mail and interoffice correspondence.
• Utilizes Microsoft Office applications and agency software systems to support daily operations.
• Assists with special projects and administrative assignments as requested.
• Maintains strict confidentiality of client, employee, and agency information.
• Demonstrates professionalism and cultural sensitivity when interacting with diverse populations.
• Supports agency events, outreach activities, community initiatives, and fundraising efforts, including Walk for Warmth.
• Participates in staff meetings, trainings , and professional development activities.
• Maintains compliance with all agency policies, procedures, funding requirements, and applicable regulations.
• Complies with Community Action's Mission, Vision, Core Values, and Culture Statements.
• Performs other duties as assigned.
• Stock & track inventory and communicate with Executive Assistant to CEO for any needs for the CA Cafe
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
• Ability to sit for extended periods of time.
• Frequent use of hands and fingers for keyboarding, filing, and other administrative tasks.
• Ability to communicate effectively in person and by telephone.
• Frequent reaching, bending, standing, and walking.
• Ability to occasionally lift, carry, push, or pull up to 35 pounds.
• Visual acuity sufficient to review documents, enter data, and use computer equipment.
• Ability to operate standard office equipment.

Skills

Customer service

Multiline phone system

Communication

Data entry

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Job description

Community Action Agency South Central Michiganis an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans). To read more about this, view the EEO - Know Your Rights poster.

Serves as the first point of contact for clients, visitors, vendors, and community partners entering the agency.

Greets all visitors in a professional, courteous, and welcoming manner.

Provides general information regarding agency programs, services, office locations, and agency procedures.

Assists visitors by directing them to the appropriate staff member, department, or program.

Maintains a positive customer service environment that reflects the agency's mission and values.

Monitors reception area to ensure a safe, organized, and professional appearance.

Receives and directs deliveries, mail, and packages to appropriate staff.

Telephone and Communication Services

Answers and routes incoming telephone calls using a multi-line telephone system.

Screens calls and inquiries to identify client needs and determine appropriate referrals.

Responds to routine program and agency inquiries utilizing established procedures and resources.

Accurately records and distributes messages to agency personnel.

Assists clients with obtaining information regarding agency services, eligibility requirements, program availability, and intake procedures.

Maintains professionalism and confidentiality during all client interactions.

Appointment Scheduling and Intake Support

Schedules appointments for agency programs and services in accordance with program requirements and agency procedures.

Maintains intake and service schedules to ensure efficient client flow and service delivery.

Reviews appointment requirements with clients and explains necessary documentation.

Assists with intake support functions and client screening as assigned.

Reschedules appointments and communicates schedule changes to clients and staff.

Provides referrals to appropriate Community Action programs, partner agencies, and community resources based on identified needs.

Administrative Support and Records Management

Performs administrative and clerical duties including filing, scanning, copying, data entry, document preparation, and record maintenance.

Inputs and updates client information within agency databases and software systems.

Assists with document collection and organization for intake and program administration.

Maintains accurate records in accordance with agency standards and funding requirements.

Prepares outgoing mail and distributes incoming mail and interoffice correspondence.

Utilizes Microsoft Office applications and agency software systems to support daily operations.

Assists with special projects and administrative assignments as requested.

Agency Support Responsibilities

Maintains strict confidentiality of client, employee, and agency information.

Demonstrates professionalism and cultural sensitivity when interacting with diverse populations.

Supports agency events, outreach activities, community initiatives, and fundraising efforts, including Walk for Warmth.

Participates in staff meetings, trainings , and professional development activities.

Maintains compliance with all agency policies, procedures, funding requirements, and applicable regulations.

Complies with Community Action's Mission, Vision, Core Values, and Culture Statements.

Performs other duties as assigned.

Track employee purchases & payments from the CA Café

Stock & track inventory and communicate with Executive Assistant to CEO for any needs for the CA Cafe

Physical Requirements:

The statements listed above are intended to describe the general nature and level of work being performed by a person in this position . They are not to be construed as an exhaustive list of all job duties that may be performed by such a person.

Primarily works in an office environment with frequent interaction with clients and the public.

Frequent use of telephones, computers, printers, scanners, and other office equipment.

Continuous interaction with individuals seeking services who may be experiencing economic hardship or crisis situations.

Multiple interruptions and competing priorities throughout the workday.

Occasional attendance at outreach events, trainings, and agency functions.

May be required to work at various agency locations as assigned

Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Ability to sit for extended periods of time.

Frequent use of hands and fingers for keyboarding, filing, and other administrative tasks.

Ability to communicate effectively in person and by telephone.

Frequent reaching, bending, standing, and walking.

Ability to occasionally lift, carry, push, or pull up to 35 pounds.

Visual acuity sufficient to review documents, enter data, and use computer equipment.

Ability to operate standard office equipment.

Qualifications & Education:

Qualifications

Education

High school diploma or GED required. Additional coursework or training in office administration, business, customer service, human services, or a related field is preferred.

Experience

One (1) to three (3) years of progressively responsible experience in customer service, receptionist duties, administrative support, office operations, or a related field preferred. Experience working with diverse populations and individuals seeking assistance is beneficial.

Other Knowledge, Skills and Abilities

Strong customer service skills with the ability to establish positive relationships with clients, staff, and community partners.

Experience operating a multi-line telephone system.

Intermediate knowledge of Microsoft Office applications including Outlook, Word, Excel, and Teams.

Ability to utilize agency databases and software systems accurately and efficiently.

Ability to type a minimum of 45 words per minute.

Strong organizational and time management skills.

Ability to prioritize multiple responsibilities and work effectively in a fast-paced environment.

Strong verbal and written communication skills.

Ability to maintain accuracy and attention to detail.

Ability to exercise sound judgment and problem-solving skills.

Ability to maintain confidentiality and handle sensitive information with discretion.

Ability to work independently and collaboratively within a team environment.

Ability to interact professionally with individuals from diverse cultural, social, and economic backgrounds.