Receptionist- CDC/PPEC at Easterseals West Kentucy, INC.

1.0 INTRODUCTION

1.1 The purpose of this standard procedure is to outline the duties, responsibilities, authority, reporting relationships, and measures of performance for the position of CDC/PPEC Receptionist.

2.0 BASIC FUNCTION

The basic function of the Receptionist is managing front desk operations with a focus on excellent customer service. This includes welcoming visitors, handling inquiries, and performing administrative tasks like scheduling and record-keeping.

3.0 REQUIREMENTS:

• 3.1 Education:
• Required: High School Graduate
• Preferred: Suitable training/experience preferred, computer literate

• 3.2 Experience:
• A minimum of 2 years experience in an office setting.

• 3.3 Skill, Knowledge and Abilities:
• This role requires strong communication and patience, a professional and friendly demeanor, and the ability to handle stressful situations calmly while prioritizing child and parent satisfaction.

• 3.4 Physical:

A receptionist must have the ability to stand and greet families with a friendly, open posture to embody excellent customer service. This physical requirement highlights a key customer service need: creating a welcoming environment through non-verbal communication, such as making eye contact and standing up straight, while simultaneously being able to sit and manage administrative tasks efficiently.

Welcoming posture: Ability to stand and greet families with a positive and friendly attitude. This includes standing up straight and making eye contact to appear approachable and professional.

Administrative readiness: Ability to sit comfortably for periods to handle phone calls, manage appointments, and work on a computer, ensuring a smooth administrative process.

Comfort with movement: Ability to move around the front desk area, which may include bending or crouching to retrieve materials, while always being available to assist customers.

• 3.5 Mental:
• Basic statistical and analytical business math skills, as well as good reading, writing and spelling ability to communicate clearly and effectively in the English language on all technical and business levels. Computer literate.

• 3.6 Working Conditions:

Front desk and classroom areas, in all weather conditions. Approximately 80% sitting and 20% standing. Also, some travel may be involved to post office, bank and training opportunities.

4.0 REPORTING RELATIONSHIPS

4.1 The receptionist/file clerk will report directly to the vice president of children services.

5.0 RESPONSIBILITIES

• 5.1 Greet parents, children, and visitors warmly and professionally.

5.2 Answer and direct phone calls, take messages, and respond to inquiries.

5.3 Assist with child check-in and check-out procedures.

5.4 Maintain up-to-date records for children, including emergency contacts.

5.5 Support enrollment and registration by distributing and collecting forms.

5.6 Handle daily communication between parents and staff.

5.7 Monitor access to the facility and ensure security protocols are followed.

5.8 Manage incoming mail and deliveries.

5.9 Perform clerical duties such as filing, copying, and data entry

5.10 Help coordinate schedules for tours, meetings, and parent conferences

5.11 Assist with tracking and monitoring of records to maintain regulatory compliance.

5.12 Complete any other assigned duties.

3.1 Education:

• Required: High School Graduate
• Preferred: Suitable training/experience preferred, computer literate

• 3.2 Experience:
• A minimum of 2 years experience in an office setting.

• 3.3 Skill, Knowledge and Abilities:
• This role requires strong communication and patience, a professional and friendly demeanor, and the ability to handle stressful situations calmly while prioritizing child and parent satisfaction.

• 3.4 Physical:

A receptionist must have the ability to stand and greet families with a friendly, open posture to embody excellent customer service. This physical requirement highlights a key customer service need: creating a welcoming environment through non-verbal communication, such as making eye contact and standing up straight, while simultaneously being able to sit and manage administrative tasks efficiently.

Welcoming posture: Ability to stand and greet families with a positive and friendly attitude. This includes standing up straight and making eye contact to appear approachable and professional.

Administrative readiness: Ability to sit comfortably for periods to handle phone calls, manage appointments, and work on a computer, ensuring a smooth administrative process.

Comfort with movement: Ability to move around the front desk area, which may include bending or crouching to retrieve materials, while always being available to assist customers.