Receptionist (PT)

Rockford Rescue Mission; Rockford (IL); On-site; USD 19,000 - 27,000; Full time

Job summary

Rockford Rescue Mission seeks a receptionist/secretary to operate the front desk, answer phones, greet visitors, and support various administrative tasks. The role emphasizes confidentiality, professionalism, and a welcoming environment within the Mission facility.

The position involves coordinating with departments, maintaining reception area and files, and providing back-up support to the Executive Administrative Assistant as needed.

Qualifications

• Minimum requirement: high school diploma or GED.
• Must be able to deal tactfully with the public and possess good communication skills.
• Familiar with office equipment and basic operations.
• Good phone skills required.

Responsibilities

• Operate the telephone/intercom system and answer calls, routing to the proper department.
• Maintain confidentiality of all pertinent information.
• Create a welcoming atmosphere in the facility as a front desk representative.
• Answer the front door, direct visitors, and assist with general Mission information.
• Support secretarial duties and back up to the Executive Administrative Assistant as needed.
• Maintain orderly files and assist in daily reception area tasks.

Skills

Excellent communication

Phone etiquette

Public interaction

Education

High school diploma or GED

Tools

Office equipment

General office operations

Job description

Description

Rate $16.75

GENERAL DUTIES

• Operate the telephone/intercom system as required.
• Answer the telephone, determine the nature of the call and transfer or relay the information to the appropriate department.
• Maintain confidentiality of all pertinent information.
• Report any equipment malfunctions to the appropriate director or supervisor.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
• Answer the front door as needed and direct visitors according to the need.
• Assist with general Mission information, etc.

SECRETARIAL DUTIES

• Process and post all gift-in-kind receipts and thank you letters in a timely manner.
• Compose, type and mail special thank you notes as assigned.
• Assist in the stuffing and stamping of mailings as needed.
• Assist in other secretarial duties as may become necessary or as directed by Supervisor.
• Maintain all office files, records, forms, etc. in a neat and orderly manner.
• Back up to Executive Administrative Assistant during vacation/sickness.
• Perform related work and other duties when required and as assigned.

RECEPTION AREA

• Maintain Mission front vestibule entrance and walkway to be free of trash, debris, etc.
• Assure that the reception area and visitor center are neat and clean and that non-monetary donations are taken to the proper areas.
• Maintain office equipment in reception area and inform administrative assistant concerning supplies needed.
• Responsible for finding a replacement for the reception area in case of absence.
• Work with Volunteer Supervisor in developing a list of volunteers for the reception area.
• Train designated staff and volunteers to fulfill reception duties.

Requirements

PHYSICAL FACTORS

• Sitting for extended periods of time.
• Ability to lift up to 15 pounds.
• Occasional standing, reaching and bending.

SPIRITUAL RESPONSIBILITIES

• Share the Gospel of Jesus Christ and pray with visitors, callers, volunteers, residents, staff, and donors.
• Use RRMs Mission Statement and Core Values as the foundation of communication.
• Provide spiritual encouragement to staff, volunteers, guests, callers, and donors.
• Invest in the spiritual development of staff, guests, residents, callers, volunteers, and donors.
• Pray for and with staff, volunteers, guests, residents, callers, and donors.
• Handle relational conflicts according to the Staff Covenant of Romans 12:18 and Matthew 18:15-19.
• Memorize monthly Scripture, Mission Statement, and Mission Core Values.
• Participate in corporate prayer and Scripture reading, staff chapel services, and all spiritual gatherings.
• Support and attend annual mandatory Evangelism In-Service training to grow in knowledge of leading others to faith in Christ.
• Participate in annual spiritual growth training through organization selected curriculum.

QUALIFICATIONS

• Minimum requirement high school diploma or GED.
• Must be able to deal tactfully with the public.
  Must possess good communication skills.
• Must be familiar with office equipment and operations.
• Must have good phone skills.
• Must have a broad level of understanding about the programs and functions of the Mission.
• Must be teachable and function as a team player.
• Must engage in safe and healthy work practices, both on the premises and off-site facilities. Must take an active part ensuring the safety, health and well-being of all of our staff, volunteers, and Mission guests.