(2) Receptionist – Indefinite Part-Time

Answers telephone calls and greets visitors of KSCS.
➢ Answers all incoming phone lines and transfers calls to appropriate staff.
➢ Determines urgency of calls.
➢ Welcomes individuals/visitors entering KSCS.
➢ Directs visitors to rooms for appointments and contacts appropriate staff.
➢ Ensures comfort and calmness is established and needs are met forvisitors.
➢ Offers/prepares coffee for appointments. Handles scheduling of room bookings for meetings,
appointments and preparesthe rooms.
➢ Ensures scheduling of counselling and meeting rooms and confirms facilities are adequate for nature of visits/meetings.
➢ Confirms upcoming room reservations with persons who will be using room to inform them of responsibilities for room uses and set ups.
➢ Coordinates reservations for the Services Complex lobby area.
➢ Ensures the upkeep of counselling rooms/meeting rooms/reception
areas.
➢ Works with maintenance to ensure chairs, tables and AV equipment are
available.
➢ Maintains a neat waiting room and waters plants weekly.
➢ Ensures staff does not loiter at Reception area.
➢ Arranges/cancels appointments on an as needed basis. Performs general office duties.
➢ Brings all mail to post office at 4:45 p.m.
➢ Backfills Admin Support with mail run, when needed.
➢ Completes tasks of delegated administrative overload work i.e. photocopying, typing, faxing, etc.
➢ Keeps kitchen tidy, refills all supplies.
➢ Checks for any incoming faxes or mail in the Administration area and delivers to the appropriate staff.
➢ Dates, opens, and delivers all incoming hand-delivered mail.
➢ Makes arrangements for the Courier service to pick up letters and
packages and records registered mail.
➢ Delivers items left at Reception to staff.
➢ Directs suppliers making deliveries to appropriate locations.
➢ Maintains a listing of room use for invoicing purposes.
➢ Checks that all photocopiers and printers are filled with paper. Secures equipment and building at night.
➢ Locks all mail, checks and the telephone logbook in the drawer.
➢ Locks all equipment (TV/VCR, overhead projector, etc) at the end of the night.
➢ Makes sure all windows and doors are closed including all offices.
➢ Turns off all the lights including the filing room.
➢ Turns off all printers and photocopiers.
➢ Makes sure phones are forwarded to night mode.
➢ Checks all glass entrance doors on the first floor to ensure that the
building is securely locked.
➢ Makes sure all staff has vacated the building before turning on the
alarm.
➢ Locks back doors when Maintenance is unavailable.
Performs any other job-related duties as may be required by the immediate Supervisor