Receptionist/Data Entry Specialist

SUMMARY STATEMENT:

The Champions In Service (CIS) Receptionist/ Data Entry Specialist plays a critical role in supporting CIS programs through accurate and timely data entry. This position is responsible for managing front desk operations, including handling incoming calls, scheduling appointments, and providing exceptional customer service. The receptionist ensures program data is properly maintained and updated, contributing to smooth daily office operations and providing administrative support across programs. This position reports directly to the Vice President of Programs. The ideal candidate demonstrates strong attention to detail, excellent organizational skills, and the ability to prioritize tasks effectively in a fast-paced environment.

DUTIES AND RESPONSIBILITIES:

• Manage reception area operations and perform all day-to-day front desk duties. • Demonstrate initiative, attention to detail, professionalism, punctuality, reliability, and effective time management.

• Greet clients, participants, and visitors in a calm, professional, and welcoming manner. • Open the facility at 9:00 a.m. and close at 5:00 p.m. , including opening the metal gate. • Work Saturdays as needed .

• Answer incoming calls, make requested phone calls, schedule appointments, and accurately document and forward messages.

• Provide, collect, and process documentation as required by individual CIS programs. • Serve as a representative of CIS, and promoting positive community engagement. • Perform general administrative and clerical support duties as assigned.

• Maintain working knowledge of CIS programs, contracted providers, partners, approved vendors, and community resources.

• Handle sensitive materials and perform confidential duties.

• Enter and maintain participant data accurately and timely across multiple databases. • Collect data, generate reports, and maintain participant active/inactive tracking logs for assigned CIS programs.

• Manage the front desk main voicemail system.

• Prepare, organize, and distribute memorandums and individual documents as requested. • Clearly communicate CIS program processes and procedures to clients and visitors. • Coordinate office maintenance repairs and manage office and maintenance supply needs as required.

• Support the Tattoo Removal Program , including:

o Checking in clients on service dates

o Administering numbing cream to participants

o Scheduling appointments

o Assisting with completion of consent forms

QUALIFICATIONS:

• Education and Experience: High School Diploma or Equivalent 3-5 years of related experience. • Legal Eligibility : Permanent resident or US citizen with proof of work eligibility. • Driver’s License and Insurance : Must have valid California Class C Driver's License, minimum automobile insurance, and reliable transportation.

• Adaptability and Professionalism : the ability to handle very high levels of inquiries to various programs. CIS requires a lively, enthusiastic person who can cope under pressure to work in a busy office environment.

• Proficient in Computer and Data Systems : Comfortable with basic computer operations including data entry and general software navigation.

• Bilingual in Spanish is required.

• Successful completion of a TB test upon hire.