Receptionist

Job Summary
We are seeking an energetic and highly organized Receptionist to be the welcoming face of our organization. In this vital role, you will manage front desk operations, handle multi-line phone systems, and provide exceptional customer service to visitors, clients, and staff. Your proactive approach and excellent organizational skills will ensure smooth office management and a positive first impression for everyone who enters our doors. This paid position offers an exciting opportunity to develop your administrative expertise while supporting a dynamic team in a professional environment.

Duties

• Serve as the primary point of contact for all incoming phone calls and office visitors.
• Connect callers and guests to the appropriate staff members efficiently.
• Record detailed messages when office personnel are unavailable.
• Enforce security protocols by verifying clearances and ensuring only properly cleared visitors are authorized entry.
• Answer general questions regarding agency programs and procedures.
• Route out-of-scope inquiries to relevant Federal, State, or local agencies.
• Update and maintain agency contact directories and address listings.
• Process, screen, log, and distribute all incoming mail and legal service of process.
• Sort and deliver incoming faxes to internal staff mailboxes.
• Prepare, stamp, and log outgoing mail, certified letters, and FedEx packages.
• Meet vendors at loading docks to accept and coordinate deliveries.
• Escort and monitor uncleared vendors within secure office suites.
• Transport confidential document bins to the loading dock for shredding contractors.
• Create and format professional documents using advanced word processing software.
• Transcribe text from handwritten drafts, electronic notes, or edited copies.
• Revise drafts by inserting, deleting, and moving text across files.
• Proofread all materials to verify spelling, grammar, punctuation, and capitalization.
• Collaborate directly with document authors to clarify ambiguous information.

Qualifications & Skills

• High School Diploma, or equivalent (an undergraduate degree is preferred).
• Minimum of two (2) years of experience in a customer-facing professional environment, preferably a legal environment.
• Good oral and written communication skills.
• Good attention to detail and the ability to read and follow directions.
• General skills of word processing, including proficient use of Word, Excel, and Outlook (ability to prepare and correct correspondence).
• Ability to review and analyze data and information from multiple sources (i.e., retrieving data from databases, obtaining information from other agencies and organizations, etc). Good organizational skills.
• Ability to deliver highest quality work under pressure. Able to meet established deadlines and work as a team player in a professional office.
• Able to work in an office setting. Some walking, standing, bending and carrying small office items is required.
• Ability to work and interact professionally and effectively with all levels of staff. Skilled in meeting and dealing with people in a courteous and tactful manner.
• Must be a U.S. citizen.

Pay: $18.00 - $23.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person