COUNSELING AND TESTING - Receptionist/Sec Counslg&Tstng

Job Classification

  Hourly Half-time (20-29)

Position summary

 Assist with front desk, customer service, and testing duties.

Qualifications summary

This is not a student position. Individual who is people oriented, warm and friendly professional, with computer proficiency, and with good oral and written communication skills. Baccalaureate degree preferred. In the absence of a four-year degree, a person who has experience working in an office environment and with an exemplary work history may be considered.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

OPENING PROCEDURES
 
  Daily--
 

• Unlock counselor offices


• Turn on lights, computers, CD Player and prepare office for service


• Unlock administrative desks and filing cabinets


• Transfer client files from working folders to individual counselor offices


• Remove phone messages from voice mail and pass on to appropriate CTC staff


• Cancel forward option on main phone


• Call clients for scheduling before 9:00 a.m.


• Take mail to and from mail room before 10:00 a.m.


• Turn on computer visual in waiting room

Weekly – or as needed

• Replace liners in all general trash receptacles


• Dust and tidy furniture in Conference room, Testing rooms, Front reception room and File room


• Clean all glass surface in general area


• Monitor forms drawers


• Monitor pamphlet area


• Water plants


• Sharpen pencils in testing areas


• Tidy Auxiliary room across hall

CLOSING PROCEDURES

• Lock counselor offices


• Turn OFF lights, all computers, and CD player


• LOCK administrative desks, filing cabinets, and file room


• Check office to be sure all files and confidential information are locked away


• Make sure main and secondary office entrances are locked

DAILY CLERICAL RESPONSIBILITIES
Typing, phone management, messages for counselor, filing, photo copying, transporting of files to and from counselor offices and filing cabinets, generating client files, and any other clerical tasks as assigned by the Director

• Facilitate the registration of new clients


• Keep accurate records of incoming clients


• Schedule appointments for counselors


• Type routine correspondence


• Organize and maintains file system, and files correspondence and other records. Answers and screens Center’s telephone calls, and arranges conference calls. Coordinates schedule and makes appointments.


• Greet visitors and help them feel comfortable.  


• Make copies of correspondence or other printed materials.


• Prepare outgoing mail and correspondence, including e-mail and faxes.


• Answer telephone and personal inquiries regarding the Center's business


• Tidy front waiting area (magazines, replace Kleenex boxes)


• Turn on visual computer


• Replace registration forms and pamphlets


• Check sign in form


• Check snack table and water level – replace water bottle when needed


• Tidy reception and support desk areas, Resource Center, Testing & Conference room

 
SCHEDULING
Schedule client counseling sessions, tests, and meeting
TEST ADMINISTRATION & SCORING
Assist with the administration of various paper and computer based tests, as well as the scoring of selected vocational inventories. On-site training is provided.

Supervisory responsibilities

None

Qualifications

• Bachelor’s degree or some college education with relevant experience


• Computer proficient with working knowledge of Microsoft Word, Excel, & Powerpoint


• Demonstrate good oral and written communication skills


• Demonstrate ability to multitask


• Warm, friendly, professsional, and keen interest in customer service


• Able to successfuly multitask, and able to work with a flexible schedule.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

Must be able to comfortably interacting with students, faculty, staff, and parents.

Physical demands

A successful individual will be able to meet the physical demands described here to perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This job requires the employee to:

• sit for periods of a few hours at a time


• use hands with freedom


• reach out with hands and arms


• stand and walk


• move within the building or throughout the campus


• crouch and crawl


• lift and move 50 lbs.


• use a computer and telephone

Work environment

The environment characteristics described here represent what an employee will encounter while performing the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. The noise level in this Counseling Center work environment fluctuates from low to moderate.