Receptionist

Job Title: Receptionist

Location: Worcester, MA 01604

Type: 6-Month Contract

Schedule: Mon - Fri, 8:45 AM - 5:00 PM (Includes a 45-minute lunch break)

Job Summary

We are seeking a Receptionist to join our team in Worcester. They will be the front-facing ambassador for our agency. They will manage incoming telecommunications, welcome visitors, process daily correspondence, and lead crucial digital archiving and document-imaging workflows using specialized systems.

Key Responsibilities

• Greet and assist members visiting the office in accordance with established customer service procedures.
• Answer high-volume telephone calls, provide routine information regarding agency services, and route inquiries appropriately.
• Receive, open, date-stamp, investigate, assign, and distribute all incoming mail, packages, and messages.
• Scan prepared physical documentation into the Captiva system and index files accurately by envelope category, document category, and type.
• Utilize Microsoft Excel and Word to post information on logs, update spreadsheets, track workflow progress, and perform data entry.
• Prepare standardized forms, business letters, charts, lists, and specialized reports for processing or forwarding.
• File materials and retrieve records from standard files or boxes using a prescribed alphabetical/numerical classification system.
• Operate and provide basic usage instruction on standard office equipment, including copy machines, postage meters, and fax machines.
• Review all forms, applications, and incoming correspondence for clerical accuracy and completeness.
• Maintain supply inventory levels, prepare and submit requisitions, and assist with ordering office goods.
• Assist in the development of production schedules, quality controls, and scheduling staff breaks to ensure proper desk coverage.
• Actively participate in a team environment with shared ownership over all daily assigned tasks and office milestones.

Required Qualifications

• Minimum of three (3) years of full-time, or equivalent part-time, experience in office clerical work.
• Ability to read, write, and comprehend the English language using proper grammar, punctuation, and spelling; strong oral expression skills.
• Comfort working with computers, specifically utilizing Microsoft Word and Excel to input data and create spreadsheets or letters.
• Precision in working with names, numbers, codes, and symbols; ability to file materials following standard classification systems and maintain accurate records.
• Ability to deal tactfully with others, handle a fast-paced front-facing environment, and establish harmonious working relationships.
• Solid understanding of clerical office practices, standard record-keeping, and the operation of standard office equipment (copiers, fax machines, shredders).
• Ability to follow detailed written and oral instructions while exercising sound business judgment.
• Ability to lift a minimum of 35 pounds (such as heavy file boxes).

Preferred Qualifications

• Prior hands-on experience utilizing computerized database lookup systems or digital indexing platforms.
• Exposure to document-imaging systems such as Captiva or related scanning technologies.
• Prior experience operating and instructing others on specialized manufacturer-trained office machinery.
• Bilingual fluency in Spanish or Haitian Creole is highly desired.