Front Desk Receptionist

POSITION SUMMARY The Front Desk Receptionist serves as the first point of contact for residents, applicants, participants, landlords, and members of the public seeking assistance from the Resident Selection and Housing Choice Voucher (HCV) Departments. This position provides professional and courteous customer service, answers and directs telephone calls, greets visitors, assists with general inquiries, receives and distributes documents, sorts and distributes mail, and provides administrative support to department staff. The position requires excellent communication and organizational skills, professionalism, confidentiality, and the ability to work effectively with individuals from diverse backgrounds. The Front Desk Receptionist is expected to provide accurate information within the scope of the position and refer complex or program-specific questions to the appropriate department staff. ESSENTIAL DUTIES AND RESPONSIBILITIES Customer Service and Reception

• Greet applicants, residents, HCV participants, landlords, visitors, and members of the public in a professional and courteous manner.
• Serve as the primary front-desk contact for the Resident Selection and HCV Departments.
• Answer incoming telephone calls, determine the nature of the inquiry, and direct calls to the appropriate staff member or department.
• Respond to general questions regarding office procedures, applications, appointments, required documentation, and available services.
• Assist visitors with completing or obtaining appropriate forms and documents when authorized.
• Maintain a professional, welcoming, and orderly reception area.
• Monitor and manage visitor traffic while maintaining appropriate confidentiality and security.

Administrative Support

• Receive, date-stamp, sort, and distribute incoming mail, correspondence, applications, verification documents, and other materials.
• Prepare outgoing mail and correspondence as directed.
• Receive documents submitted by applicants, residents, participants, and landlords and route them to the appropriate staff member.
• Assist with copying, scanning, filing, faxing, data entry, and other routine administrative duties.
• Schedule appointments and assist department staff with maintaining calendars as assigned.
• Assist with preparing forms, notices, packets, and other department materials.
• Maintain organized files and records in accordance with agency procedures.
• Enter and retrieve information from agency computer systems and databases as assigned.
• Assist with maintaining accurate records of documents received and distributed.

Resident Selection and HCV Support

• Provide general information to applicants regarding the application process, required documentation, waiting list procedures, and appointments within established agency guidelines.
• Direct applicants and participants to the appropriate staff member for questions involving eligibility, rent calculations, housing assistance, inspections, recertifications, or other program-specific matters.
• Assist with distributing application, eligibility, recertification, and other program-related forms and packets.
• Receive and route documentation related to applications, eligibility, annual/interim recertifications, portability, inspections, and other HCV or housing-related matters.
• Assist department staff with routine administrative tasks associated with applicant and participant files.
• Maintain confidentiality of applicant, resident, participant, landlord, and agency information.

Communication and Problem Resolution

• Communicate professionally and respectfully with applicants, residents, participants, landlords, agency employees, and members of the public.
• Handle routine customer concerns and inquiries within the scope of assigned authority.
• Recognize issues that require additional assistance and refer them to the appropriate supervisor or department staff.
• Maintain composure and professionalism when dealing with difficult or upset individuals.
• Provide consistent information in accordance with agency policies, procedures, and established guidelines.

Other Duties

• Assist with special projects and departmental activities as assigned.
• Attend staff meetings and required training.
• Follow all agency policies, procedures, safety requirements, and confidentiality standards.
• Perform other duties and responsibilities as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Ability to communicate effectively with individuals from diverse backgrounds.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks in a busy front-office environment.
• Ability to remain professional and courteous when dealing with difficult or challenging situations.
• Basic knowledge of office practices, procedures, and equipment.
• Proficiency with Microsoft Office applications, email, internet, and general computer systems.
• Ability to learn and utilize agency-specific software and databases.
• Ability to follow written and verbal instructions.
• Ability to work independently while also functioning effectively as part of a team.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Work Location: In person