Receptionist - POC at A Second Chance, Inc. in Pittsburgh Corporate Office - Pittsburgh, PA 15221

Job description

• Overview
• Receptionist
• Position Title: Receptionist
• Department: Systems Improvement
• Office: Pittsburgh Corporate Office
• Reports To: Supervisor, Support
• FLSA Status: ☐ Exempt (Salary) ☒ Non-Exempt (Hourly)
• Job Status: ☒ Full-Time ☐ Part-Time
• The Receptionist serves as the primary point of contact for visitors, clients, and callers to the Pittsburgh Corporate Office. This position is responsible for maintaining a professional and welcoming office environment, managing incoming calls and visitors, supporting administrative and clerical operations, and assisting with records and documentation processes. This position contributes to ASCI’s mission by ensuring efficient office operations, providing exceptional customer service, and supporting staff and program needs.

Responsibilities

• Serve as the primary point of contact for the Pittsburgh Corporate Office and maintain continuous front desk coverage during established business hours.
• Answer, screen, and route incoming telephone calls promptly and professionally; take accurate messages, prioritize emergency calls, and direct urgent matters immediately to the appropriate party.
• Activate and deactivate the answering service at the appropriate times and ensure calls are routed according to established opening and closing procedures.
• Greet visitors, caregivers, vendors, community members, applicants, and other guests and direct them to the appropriate staff member, department, or meeting location.
• Manage visitor sign-in procedures and provide building access to visitors and staff only as appropriate and in accordance with established reception, security, and building-access protocols.
• Notify staff promptly when visitors, candidates, vendors, or scheduled appointments arrive.
• Receive, sort, distribute, and route incoming mail, deliveries, packages, faxes, documents, and other correspondence.
• Provide accurate general information and respond to routine inquiries from callers and visitors within the scope of the position.
• Maintain a clean, organized, welcoming, and professional reception area, including orderly front desk materials and visitor information.
• Provide floater and clerical support to Administrative Services when requested, including delivering inter-office mail, copying and restocking forms, restocking copy machines, filing, scanning, data entry, document preparation, and preparing outgoing mail for post office delivery.
• Maintain current staff contact and routing information needed to direct calls, visitors, and correspondence efficiently.
• Protect confidential and sensitive information and follow all agency privacy, records, and information-security requirements.
• Observe front-office activity and promptly escalate safety concerns, unusual situations, complaints, or requests requiring program, supervisory, facilities, or leadership intervention.
• Coordinate with the Administrative Services Supervisor and designated staff to arrange front desk coverage for scheduled breaks, meetings, training, planned absences, and unexpected coverage needs.
• Work collaboratively with Administrative Services, Systems Improvement, program staff, and other departments to support responsive office operations.
• Adhere to all agency policies, procedures, customer service standards, confidentiality requirements, and professional expectations.
• Perform other duties and special assignments as assigned.

Requirements

• Education
• Required: High School Diploma or equivalent and minimum of three (3) years of secretarial experience
• Preferred: Associate’s Degree in Business or a related field
• Experience
• Required: Minimum of one (1) year of experience working in an office environment
• Skills & Knowledge
• Excellent oral and written communication skills
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Publisher, and PowerPoint
• Minimum typing speed of 55 words per minute
• Demonstrated leadership abilities
• Ability to work independently and manage multiple priorities
• Strong attention to detail and organizational skills
• Excellent customer service and interpersonal skills
• Ability to maintain confidentiality and appropriately handle sensitive information
• Ability to accurately manage records and documentation
• Current Act 33, State Police, and FBI Clearances
• TB Test & Physical
• Ability to report consistently by the established 8:30 a.m. workday start time and maintain punctuality
• Ability to work the established full-time schedule and coordinate coverage before leaving the reception area for breaks, meetings, or other assigned duties
• Occasional travel within the local city and county, with travel to surrounding counties as predicated by business needs

Skills

Required

• Demonstrated leadership abilities
• TB Test & Physical

Benefits

• $17.36 Hourly