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Join us as a Receptionist and deliver friendly, empathetic and professional customer service to our community. The Receptionist performs general office clerical work in support of the organization, answering incoming calls, typing, data entry, and other tasks.
 

ESSENTIAL DUTIES/FUNCTIONS: 

• Point of Contact for Incoming Communication. Answers general phone calls and provides information, transfers calls and/or takes messages as appropriate. Answers voicemail messages, calls back or transfers the messages as appropriate. Checks general office email and answers or forwards emails as appropriate. Stays up to date on all Hawaiian Humane activities, programs and processes, transferring calls as necessary. Follows up on public requests in a timely manner either via email or phone. 
• Office opening, closing, and patron support. Unlocks front door at opening and locks up at closing. Maintains clean and welcoming environment in office reception and surrounding areas, including the lobby storage closet, conference room, and copy room. Greets visitors and directs them accordingly. 
• Meeting Room Coordination. Assist Executive Assistant with meeting room usage and reservations. Approves meeting room usage on both campuses. 
• Mail Distribution. Receives, sorts and forwards incoming mail, faxes and deliveries. Maintains and routes publications. Ensures adequate postage in machine. 
• Incoming Daily Donations. Opens, sorts and deposits incoming monetary donations that come through the mail. Accepts and processes walk-in donations. 
• Office Supplies. Conducts weekly inventory control of essential office supplies, i.e. pens, copy paper, markers, etc. 

OTHER DUTIES/FUNCTIONS: 

• Administrative Support. Duplicates, collates and distributes correspondence and documents. Keeps office supplies well stocked and organized; orders as needed. Calls for servicing of office equipment - including but not limited to fax machine, copy machine and printers.  
• Other Duties as Assigned. May include organization-wide support as needed such as but not limited to participation in events, updates to phone directory, assistance with programs and projects, and any other duties assigned by the Executive Office. 

JOB CONDITIONS: 

• Work Environment: Indoors in an air-conditioned office. 
• Equipment Use: Multi-line telephone system, computer (MS Office, email, shelter management database - PetPoint), printer, copier, fax machine, postage machine, postage scale. 
• Hours: Based on operational requirements, generally Monday through Friday, with occasional after hours or weekend hours. Full-time, must be available 40 hours a week, 8:00 am to 5:00 pm. Hawaiian Humane is under contract with the City & County to respond during disasters, and the Receptionist is an essential worker position that is expected to be on site during emergencies. 

MENTAL, PHYSICAL AND COMMUNICATION DEMANDS: 

• Must have passion and concern for both animals and people. 
• Must agree with and be committed to Hawaiian Humane goals, objectives, and programs. 
• Personal conduct, personal appearance, and office space must communicate professionalism. Includes well-groomed and professional appearance, tidy office areas. 
• Exercises compassion, patience, and tact when dealing with difficult, emotional or angry people. 
• Requires handling people and animals in a pleasant, courteous, and professional manner. 
• Must be able to take accurate information over the phone. 
• Must be able to follow instructions and be detail-oriented. 
• Must be able to multi-task. 
• Required to effectively use word processing and spreadsheet software programs. 
• Must recognize audio and visual cues of telephone system. 
• Requires sitting at station for periods up to four hours without a break. 
• Standing for periods up to two hours at a time may be required. 
• Must communicate clearly over the telephone and intercom system. 
• Some lifting of up to 30 lbs. will occasionally be required. 

QUALIFICATION REQUIREMENTS: 

• Skills/Knowledge: Knowledge of modern office procedures and practices including multi-line telephone operation and etiquette, and operation of office equipment such as calculators, computers, fax machines, scanners, copiers and printers. Great customer service skills are required. Must be proficient using Microsoft Office systems and ability to acquire skills in the use of other computer systems and associated software. 
• Education/Training: High school diploma or GED required. 
• Experience:  2 years of receptionist experience preferred. 

Compensation will be commensurate with experience, and the starting pay is $21 per hour.