COUNSELING AND TESTING - Receptionist/Sec Counslg&Tstng

Job Classification

  Hourly Half-time (20-29)

Position summary

The Counseling & Testing Center seeks a part-time receptionist to assist with front desk, customer service, and testing duties. Must be customer friendly, able to successfuly multitask, and able to work with a flexible schedule.

Qualifications summary

• Bachelor’s degree or 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

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

Duties and responsibilities

The following tasks will be the responsibility of the receptionist/secretary

 

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

See above


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. Must be able to communicate care, compassion, and concern.

Physical demands

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or listen. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

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

Work environment

The Counseling & Testing Center is a busy department. The noise level in the work environment is usually moderate. Occasional overtime and irregular hours required. No particular hazards.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.