Receptionist

From a lobby reception desk, will provide front-line telephone and in-person contact with callers and visitors. Will be required to demonstrate professionalism in performance of these functions.  Will also perform other light clerical functions on an as needed basis.  Will provide general administrative clerical support to other departments as needed.

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Duties:

  • Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments
  • Greet and register guest, maintain the badges and signed confidentiality forms, determine nature and purpose of visit, and direct or escort them to specific destinations
  • Transmit information or documents to customers, using computer, mail, or facsimile machine.
  • Hear and resolve complaints from customers or the public
  • Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents
  • File and maintain records
  • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided
  • Collect, sort, distribute, or prepare mail, messages, or courier deliveries
  • Process and prepare memos, correspondence, travel vouchers, or other documents
  • Receive payment and record receipts for services.
  • Purchase office supplies and some facility maintenance items
  • Assist materials department with purchase ordering
  • Assist with payroll processing
  • Route engineering field service calls
  • Track office equipment service needs and place all maintenance calls
  • Schedule use of conference rooms
  • Schedule travel arrangements
  • Track and schedule training program
  • Prepare outgoing express mail and daily mail postage
  • Sort and distribute company mail
  • Assist in work place safety/fire drill support
  • Support other departments with light clerical assignments as needed and time permits
  • Track office supply needs, place weekly orders, check incoming orders and distribute items
  • Coordinate in-house lunches including food ordering, preparation and clean-up
  • Assist in company event planning
  • Filing, heavy typing, schedule appointments
  • Schedule eye exams and physicals
  • Data entry
  • Schedule phone and onsite interviews  
  • Assist in wellness initiatives

    [NOTE: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.]

Key Technical Skills and Knowledge:

Minimum of two years reception and phone answering experience in a medium sized professional business. Some formal office education preferred.  Good spelling skills.  Proficient in Microsoft Word, Excel, Access and PowerPoint and email. Ability to work with others. Must be reliable.  Must have excellent verbal communication skills, with an upbeat, pleasant demeanor.  Will be required to dress professionally. General office environment.  Primarily sedentary work with some light lifting (mail, supplies, etc).  Some exposure to weather fluctuations due to the placement of the reception desk near the door to the outside.

Speaking — Talking to others to convey information effectively.

Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Service Orientation — Actively looking for ways to help people.

Reading Comprehension — Understanding written sentences and paragraphs in work related documents.

Coordination — Adjusting actions in relation to others' actions.

Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.

Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Writing — Communicating effectively in writing as appropriate for the needs of the audience.

Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Time Management — Managing one's own time and the time of others.

Key Success Factors:

Oral Expression — The ability to communicate information and ideas in speaking so others will understand. 

Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences. 

Speech Clarity — The ability to speak clearly so others can understand you. 

Speech Recognition — The ability to identify and understand the speech of another person. 

Written Comprehension — The ability to read and understand information and ideas presented in writing. 

Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense. 

Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. 

Selective Attention — The ability to concentrate on a task over a period of time without being distracted.