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Title

Receptionist 

EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
 
About the Organization One of the nation's leading 501(c)3 nonprofit fiscal sponsors, PHFE has served nonprofit and government agencies since 1968. PHFE's staff provides a wide spectrum of nationally recognized infrastructure and support expertise. With Fiscal Sponsorship, Infrastructure Management, and Consulting Services, nonprofit and government agencies are able to reduce administrative overhead, improve accountability and spend more time and funding on programming and service delivery.

PHFE's services help make communities healthier and make a difference in the lives of millions of people served by our government and nonprofit clients.  
Location CAN015 - San Francisco, CA  
Program Name HIV Prevention Section  
Full-Time/Part-Time Full-Time  
Salary Range $21.63-$22.28 per hour  
Open Date 12/26/2012  
Travel Requirement N/A  
Description

SUMMARY

Public Health Foundation Enterprises, Inc. (PHFE) invites applicants for the position of Front Desk Research Receptionist in the AIDS Office of the San Francisco Department of Public Health.  The Front Desk Receptionist’s role is to manage and coordinate the daily functioning of the AIDS Office main reception area.  The Receptionist greets and provides needed information, or contacts individuals with whom visitors have appointments. The Receptionist also takes incoming calls and directs calls as appropriate. The Receptionist provides operational and administrative support as needed. This position is responsible for setting the tone and feeling for the office.  The Front Desk Receptionist holds the responsibility of maintaining order and safety in the reception area.  In addition, a vital role this position holds is the ability to respond promptly during emergencies; therefore having good rapport with staff is helpful during emergencies.

ESSENTIAL FUNCTIONS

  • Operate multi-line telephone system to answer, screen and forward calls, provide information, and take messages.
  • Oversee and manage reception area
  • Opens front desk area at 8 am every morning
  • Supervise Community Vocational Enterprise Employees
  • Operate multi-line telephone system to answer, screen and forward calls, provide information, and take messages
  • Greet research study participants, guests, staff and messenger services.  Determine nature and purpose of visit, and direct or escort visitors to specific destinations
  • Create and manage front desk’s back-up schedule
  • Manage electronic conference room bookings
  • Update documents; i.e. sign-in sheets, telephone directory, etc.
  • Manage messenger service log
  • Manage courier and package log
  • Manage distribution of mail to department sections
  • Manage copy machine monthly meter readings
  • Receive supply orders and distribute to appropriate staff
  • Post/remove job announcements
  • Attend section staff meeting on the third Tuesday of every month
  • Perform routine tasks on the computer
  • Perform other related duties as assigned
  • Oversee and manage the AIDS Office annual “Go-Bag Day” for emergency response
  • Oversee and manage the annual emergency response update of all AIDS Office staff emergency contact information
  • Oversee and coordinate a list of active AIDS Office research studies with access times, eligibility and termination dates, contact staff person in coordinator with the Director of Compliance and Training.
  • Coordinate data collection and update employee information database; new hires, employee tracking, annual compliance trainings
  • Coordinate new employee packages and documentation; creating a new hire packet, exploring new information to include, ensuring employee badges are obtained, new hire documents are completed and entered into database, meeting with new hires for an orientation to the AIDS Office systems (work order process, supply ordering, phone usage, codes for accessing sections of AIDS Office)
  • Coordinate employee separation packages and documentation; canceling e-mail accounts, collecting badges & keys, resetting voicemails, removing employee information from internal database
  • Manage work order system implementation, response and reporting
  • Oversee and manage all special events for the AIDS Office
 
Position Requirements

JOB QUALIFICATIONS/EDUCATION/EXPERIENCE

  • Experience as a receptionist and/or office assistant or/or customer service venues
  • Ability to work independently
  • Good oral communication skills
  • Basic computer skills; word processing, database, internet navigation
  • Knowledge of and sensitivity to diverse communities, particularly communities of color and gay/lesbian/ bisexual/transgender communities
  • Experience or willingness to receive training in de-escalation techniques
  • Basic knowledge of HIV and AIDS research-and community-based initiatives
  • Ability to work on multiple tasks simultaneously
  • Excellent and courteous follow-up, communication and empathy for clients, staff and professionals
  • Great attention to detail is needed to ensure all issues reported to the front desk are documented and addressed in a professional and timely manner
  • Demonstrated ability to juggle multiple assignments and to produce materials on tight deadlines

DESIRED QUALIFICATIONS

  • Spanish speaking
  • Basic knowledge of public health research
  • Extensive knowledge of Microsoft Access 2007 and above

 

 

This position is currently not accepting applications.

To search for an open position, please go to http://PHFE.appone.com



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