Receptionist and Information Clerk

Location(s)

• McAllen, Texas

Summary/Objective

Responsible for answering inquiries and provide information to the general public, customers, visitors, and other interested parties regarding departments, offices, and staff within the organization.  Recordkeeping, data processing or search employee files and furnish information to authorized parties.  Coordination of supply orders and materials, compile information and records to draw up purchase orders for procurement of materials. 

Grant Disclosure

This position is funded by a grant, employment in that position is contingent upon the continued receipt of grant funding and the appropriate allocation of such funds for the position’s purpose. A grant-funded position may be terminated upon no less than fourteen (14) days’ notice if grant funding is not received or is not available for the position for any reason.

Hospitality, Accessibility, Advocacy, Inclusive Engagement & Belonging

Promote a positive image through manners, dress, attendance, and attitude:

• Contribute to the work environment of Easterseals to be that of an outgoing, inviting, a pleasant organization focused upon customer outcomes and service. 
• Support Easterseals’ accessibility and the ease with which families encounter the staff and the respect they encounter for their needs, concerns and resources. 
• Communicate that Easterseals is always the right place to be regardless of the request or need. 
• Easterseals RGV is committed to fostering an inclusive, accessible, and welcoming environment where all individuals feel valued, respected, and supported. We recognize this as an ongoing journey of growth and continuous improvement for both the individuals served and the organization. Easterseals continuously reflects on and adapts its efforts in these areas. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Great with people – positive, friendly, patient with others, team player, ability to be supportive.
2. Serves as the first point of contact with the public by answering calls in a welcoming manner. Operates the central telephone system and directs calls accordingly by effectively using Easterseals Client Matching Systems or internal matching listing.
3. Warmly receives the public and answers questions, in person and by telephone; responds to inquiries from employees, visitors, others and refers, when necessary, to the appropriate person, or program.
4. Accurately communicates information in a timely and efficient manner to the appropriate individual, program, and/or department.     
5. Prepares outgoing mail; sorts and distributes incoming mail.
6. Performs data entry assigned by management. 
7. Performs limited human resources duties as assigned by management. 
8. Maintains front reception area in neat and professional manner and prepares and maintains boardroom for meetings and trainings.
9. Operates listed office machines as required.
10. All other duties as assigned.

Secondary Responsibilities

1. Helps maintains office and building supply inventories: orders, receives, returns (when needed), and distributes accordingly.
2. Assist in coordinating the ordering of supplies for the organization and material ordering for all programs. 
3. Assist in vendor research and collects prices, specifications, and other data related to goods and services.
4. Assist in recordkeeping system of purchase orders.
5. All other assigned by management. 

Competencies

1. Communication proficiency
2. Ethical Conduct
3. Flexibility
4. Initiative
5. Time Management
6. Stress Tolerance
7. Bilingual (Spanish/English)

Supervisory Responsibility

This position does not have supervisory responsibilities.  However, occasional assignment of students and volunteers may occur.  

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

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.

While performing the duties of this job, the employee is regularly required to type, talk, hear and see. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This is a largely sedentary role; however, filing is required. This would require the ability to lift files, open filing cabinets and bend, and rarely stand on a stool as necessary. 

• Light lifting – 20 to 25 pounds.

Ability to read typewritten material and computer monitor under typical office conditions. Must be able to handle multi duties/functions at one time. 

Position Type and Expected Hours of Work

This is a part-time position, max hours are up to 25 per week. Typical days and hours of work are Monday through Friday and times may vary, usually from 8:00 am to 5:00 pm. 

Travel

No travel is expected for this position.

Required Education and Experience 

1. High school diploma or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping.
2. One year previous experience in a receptionist/secretarial/clerical field.
3. Computer knowledge to include, word-processing, database management and spreadsheets.
4. Excellent grammar and spelling skills, essential. 
5. Good time management skills, excellent follow through abilities and detail oriented.
6. Ability to work well with others and in a team environment.
7. Bilingual capabilities required. 

Additional Eligibility Qualifications   

1. Must be able to successfully pass childcare licensing criminal background check (initial and recurring).
2. Must be able to successful pass a drug screen.
3. Must be able to and maintain a cleared TB skin screen test.

Work Authorization/Security Clearance

Must be able to provide proof of eligibility to work in the United States. H-1B sponsorship not available. 

AAP/EEO Statement

Easterseals RGV provides equal employment and advancement opportunities to all individuals. Employment decisions at Easterseals RGV will be based on merit, qualifications and abilities and does not discriminate in employment opportunities/practices or unfair treatment because of race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information. M/F/V/D

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type

• Part-time