Agency Receptionist

JOB DESCRIPTION

Since 1972, 4Cs of Alameda County has been a family resource organization dedicated to providing child care information resources and referrals, education, and payment assistance to children, families, and child care providers in Alameda County. 4Cs mission is to develop and coordinate resources to strengthen families and children. We embrace the Strengthening Family Framework.

Agency Receptionist

Department:

Operations

Reports To:

Manager, Operations

FLSA Status:

Full Time, Non-Exempt

Salary Range: $26.20-$27.65 Per Hour
Position Summary :
The Agency Receptionist is a critical operations role responsible for managing the agency’s front desk and serving as the first point of contact for clients, visitors, and community partners. This position ensures a consistent, high-quality client access experience by coordinating front desk operations, managing communications, and supporting office workflows. Through strong customer service, organization, and attention to detail, the Receptionist helps facilitate client access to services, supports internal operations, and contributes to a welcoming, efficient, and client-centered environment

Essential Duties and Responsibilities : To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Front Desk & Client Experience

• Greet clients, visitors, and community partners in a professional, welcoming, and culturally responsive manner.
• Announce arrivals and notify staff of client appointments.
• Manage walk-in traffic and maintain an organized and responsive front desk environment.
• Prioritize client service needs in real time, ensuring timely response to visitors and high-volume periods.

Communication & Call Management

• Answer, screen, and route incoming telephone calls.
• Provide accurate basic program information and direct inquiries appropriately.
• Exercise judgment in routing clients and calls based on established guidelines.
• Direct clients and inquiries to the Agency Navigator or appropriate staff based on established role responsibilities and client needs, ensuring accurate routing to intake and service navigation functions.

Mail, Documents & Information Flow

• Date stamp incoming mail and drop box items.
• Route incoming mail, documents, and interoffice communications to appropriate staff.
• Accept, date stamp, and distribute client program documents.
• Support accurate and timely handling of documents in accordance with agency procedures.

Client Forms & Front Desk Support

• Provide appropriate program forms and materials to clients.
• Maintain sign-in records and client form request logs.
• Assist with printing, copying, and document preparation as needed.

Office Operations & Facilities Support

• Maintain reception, client waiting areas, and meeting spaces to ensure a clean, organized, and welcoming environment.
• Keep publication racks stocked and materials up to date.
• Maintain the children’s area, including cleaning toys and restocking materials.
• Manage conference room reservations and calendars.
• Responsible for preparing closure signs in advanced( meetings, holidays, event, staff development days, etc.)
• Support coordination of office supply inventory, including ordering, stocking, and monitoring usage levels.

Administrative & Financial Support

• Process check requests for department invoices.
• Maintain monthly petty cash and postage reports.
• Dispense and reconcile petty cash in accordance with agency procedures.
• Provide light clerical support, including scanning and printing.
• Support VITA client packets and appointment coordination as assigned.

Confidentiality & Professional Standards

• Maintain confidentiality of all client, employee, and agency information.
• Ensure secure handling of sensitive documents and data.
• Demonstrate respectful, client-centered, and culturally responsive service in all interactions.
• Perform other duties as assigned to support agency operations.

Competencies : To perform the job successfully, an individual should demonstrate the following.

• Effective Verbal Communication Skills - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Transportation is required for this position.

Education/Experience:
Associate of Arts Degree preferred. One to two years’ experience as a receptionist required.

Language Ability:
Bilingual in Spanish (ability to speak, interpret and write in Spanish).
Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.

Mathematical Ability:
Add and subtract two digit numbers and multiply/divide with 10's and 100's. Perform these operations using units of American money and weight measurement, volume and distance.

Reasoning Ability:
Apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Deal with problems involving a few concrete variables in standardized situations.

Computer Skills:
Computer experience with Microsoft 365, Outlook, and Teams is required, as well as the ability to type 50 words per minute.

Certificates and Licenses:
No certifications needed.

Supervisory Responsibilities :
This job has no supervisory responsibilities.

Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is typically moderate.

Physical Demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to remain in a stationary position for extended amounts of time
• Ability to identify, read and distinguish colors, with or without vision aids, a computer screen, instructional materials, rules and policies and other printed matter
• Ability to understand speech at normal room levels, and understand speech on the telephone
• Manual dexterity to dial a telephone, and enter into a computer
• Ability to speak in audible tones so that others may understand clearly in normal conversations and on the telephone
• Mental acuity to perform the essential functions of this position in an accurate and timely fashion; to make good judgments and decisions; and to evaluate the results of decisions and judgments
• The employee must occasionally lift and/or move items such as supply orders, office materials, and paper boxes weighing up to 25–30 pounds.
• Facility to drive a vehicle

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.