Shelter Receptionist

Overview 

The Shelter Receptionist (SR) sets the tone and pace of our environment for clients, staff, donors, and interviewees when they enter through the front door of Flagstaff Shelter Services (FSS). By facilitating professional communication between case managers, shelter coordinators, managers, and clients, managing essential administrative tasks, and efficient and organized lobby. The SR shall represent FSS as the first impression for most individuals who enter our agency. 

Essential Duties and Responsibilities 

• Welcome clients, donors, and interviewees as they enter Flagstaff Shelter Services. 
• Provide a warm and inviting atmosphere, offering assistance and guidance as needed. 
• Direct individuals to the appropriate programs within the shelter.   
  

• Welcome clients and interviewees as they enter Flagstaff Shelter Services. 
• Provide a warm and inviting atmosphere, offering assistance and guidance as needed. 
• Direct individuals to the appropriate areas within the shelter. 
  

• Manage incoming mail for Flagstaff Shelter Services. 
• Sort and distribute mail to clients, ensuring confidentiality and accuracy. 

• Keep track of packages and notify clients and FSS staff of any incoming deliveries. 
  

• Act as a liaison between clients and case managers. 
• Assist clients in scheduling appointments with case managers. 
• Maintain an organized schedule and communicate appointment details to all parties involved. 
  

• Serve as a crucial point of contact for information within Flagstaff Shelter Services. 
• Relay important messages and updates from management to clients and staff. 
• Collaborate with case managers to ensure seamless communication regarding client needs. 
• Keep records of any daily services clients receive from the administrative business entrance. 
• Keep a true and accurate record on EOS reports to relay information to Shelter Coordinators, Lead Shelter Coordinators, and the Shelter Manager. 
• Serve as a business partner to the Shelter Manager, Case Managers, Shelter Coordinators, Lead Shelter Coordinators, and Deputy Director to ensure that each client is referred to the most prudent services available. 
  

• Keep the front desk area clean, organized, and presentable. 
• Ensure that informational materials are readily available for clients. 
• Report any facility-related issues promptly to the appropriate personnel. 
  

• Flagstaff Shelter Services operates normal administrative business hours from 9AM to 4PM, Monday through Friday. 

Education, Experience, and Qualifications   

• High school diploma or equivalent experience. 
• Effective communication, customer service and interpersonal skills. 
• Excellent organizational abilities and attention to detail. 
• Compassion and empathy towards individuals seeking shelter and support. 
• Ability to handle sensitive information and maintain confidentiality. 
• Ability to de-escalate and professional when faced with adversity. 
• Competency with computers, phones, and Microsoft 365. 

Physical Demands and Work Environment 

• Ability to stand, walk, and sit for extended periods. 
• Manual dexterity and coordination sufficient to operate standard office equipment. 
• Vision abilities required include close vision, distance vision, and the ability to adjust focus. 
• Occasionally lift and/or move objects weighing up to 25 pounds. 
• Ability to reach, stoop, kneel, crouch, or crawl as required for specific tasks. 
• Ability to effectively communicate, both verbally and in writing. 
• Employees may encounter cleaning agents and allergens. 
• Employees may be subject to loud or frequent noise. 

FSS Hiring Practices 

• Flagstaff Shelter Services practices equitable hiring standards, providing equal opportunities to all candidates. 

• We are an Equal Opportunity Employer (EOE), ensuring fair treatment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, or disability. 
• Our commitment to diversity is integral to creating an inclusive workplace. 
• We encourage applications from individuals of all backgrounds and underrepresented groups. 
• Accommodation is available upon request for the application process. 
• We value diverse experiences, including lived, traditional, volunteer, educational, and workplace experiences. While no candidate meets every requirement, we encourage you to apply if you are excited about the position and believe you could be a good fit, even if you do not check every box.