CRT Receptionist/Admin Assistant

Description

• SUMMARY: Reporting to the CRT Manager, the primary function of this position is to provide administrative support for Marjaree Mason Center (MMC). Major duties include clerical, compliance, and finance related administrative duties; secondary duties involve front desk customer service, organizing and managing CRT supply closet. The incumbent will have heavy interaction with clients, community members, vendors, and internal staff. The incumbent serves as the agency gatekeeper and is responsible for monitoring and screening access to the MMC assigned department. 

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Data-entry using various applications to maintain accurate client records.
• File, copy, prepare, and send correspondence and reports.
• Attend and participate in client case reviews as assigned.
• Assist Program Manager and/or Director or other designated staff (as assigned) with special projects such as recertification and program research.
• Prepare daily rosters.
• Invoice (as assigned).
• Oversee the ordering and stocking of program manuals and supplies.
• Participate in the training of department new hires, volunteers, and trainees.
• Manage and respond to phone and e-mail inquiries:
• Answer phone calls, screen calls and e-mails for need, and route to the appropriate contact;
• Provide basic program information to clients/guests via phone and e-mail;
• Schedule appointments.
• Manage and respond to client and guest front office walk-ins:
• Greet clients entering the facility;
•  “Buzz in” scheduled clients/guests, after assessing for immediate safety.
• Provide late afternoon and early evening Front Desk coverage, as assigned.
• Maintain confidentiality and boundaries according to the agency policy and ensure that information given is accurate.
• Utilize principles of Trauma Informed Care in all interactions with clients, staff, and constituents.
• Safeguard assets of the MMC including merchandise and other assets.
• Work as a team to support the mission and goals of the agency and programs.
• Regular attendance and promptness.
• Other duties as assigned.

QUALIFICATION REQUIREMENTS 

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.

EDUCATION and/or EXPERIENCE:

• Associates degree (A.A.) or equivalent from two-year College or technical school preferred; or two to three years related experience and/or training; or equivalent combination of education and experience.
• Experience in the field of criminal justice, victims’ services, social services, or other related fields preferred.
• Bilingual (Spanish) preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Microsoft Windows applications.
• Knowledge of Database Management System (ie Apricot), preferred.
• Ability to operate office equipment such as scanner, fax, multi-line phone system, etc.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to communicate effectively with clients, donors, volunteers, or employees of agency. 
• Ability to effectively communicate in English.
• Ability to adapt to the environment, to solve practical problems, to deal with a variety of multiple variables in situations where only limited standardization exists, and to make independent decisions within scope of responsibility.
• Ability to handle high volume desk in an organized manner.
• Ability to multi-task
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to work with sensitivity and without discrimination towards peoples of diverse cultures, races/ethnicity’s, socio/economic positions, ages, religions, genders, physical/mental challenges/disabilities, and sexual orientations.
• Ability to understand the needs of those impacted by domestic violence, and a willingness to address their concerns with action designed to create change.
• Sensitivity to issues pertaining to domestic violence, particularly security issues.
• Ability to work independently and in a team environment.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 

CERTIFICATES, LICENSES, REGISTRATIONS:

Possession of a valid California driver's license