Receptionist - POC

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

Organizational Overview:

ASCI is a mission-driven organization committed to advancing excellence in kinship care and strengthening outcomes for youth and families. Guided by a vision to be the nations foremost thought leader on kinship care, ASCI works to ensure all youth have the opportunity to grow into responsible adults while helping to break cycles of abuse and addiction. The organization supports kinship caregivers, youth, and the broader child welfare triad through high-quality services, advocacy, education, and innovative programs. ASCIs culture emphasizes collaboration, integrity, accountability, and continuous improvement in pursuit of lasting, positive impact for children, families, and communities.

Everything we do at A Second Chance, Inc. is in support of our five overarching goals:

- To educate communities to prevent the cycle of child drug and alcohol abuse

- To provide children and families with a kinship alternative as a primary placement option

- To extend knowledge gained and expand organizational capacity with traditional and non-traditional constituents

- To enhance long-term financial security

- To maintain state-of-the-art facilities, technologies, and operations

Position Summary:

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 ASCIs mission by ensuring efficient office operations, providing exceptional customer service, and supporting staff and program needs.

Key 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: Associates 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

Certifications & Requirements

- 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

Physical Demands:

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and skills required of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

- Ability to perform computer-based work for extended periods in office, remote, and occasional field settings

- Ability to move about the work environment, including between offices, meeting spaces, and common areas

- Ability to lift, carry, and transport work materials, files, and small office equipment up to 20 lbs. as needed

- Sufficient vision, hearing, and communication abilities to perform typical office, telephone, and virtual work tasks

This job description does not constitute an employment contract and may be revised to meet changing organizational needs.

A Second Chance is an Equal Opportunity Employer:

All qualified applicants will receive consideration for employment without regard to race, color, religious; national origin or ancestry; sex; gender identity or expression; sexual orientation disability; marital status; familial status; age (40 or over); or use of a guide or support animal because of blindness, deafness or physical disability of any individual or independent contractor or because of the disability of an individual with whom the person is known to have an association; or on any other basis prohibited by federal, state, or local law.