Receptionist

Job Type

General Description

Operates multi-line telephone system to answer incoming calls and directs callers to appropriate personnel. Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel by performing the following duties:

Essential Duties and Responsibilities

Retrieves messages from voice mail and forwards to appropriate personnel. Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable. Answers questions about organization and provides callers with address, directions, and other information. Welcomes on-site visitors and directs them to appropriate personnel. Monitors visitor access and issues passes when required. Updates appointment calendars. Receives, sorts, and routes mail, and maintains and routes publications. Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes. Takes payments for services and products. Prepares travel vouchers. Orders, receives, and maintains office supplies. Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary. Performs other clerical duties as needed, such as filing, photocopying, and collating.

Education

Experience

High School Diploma and 1 o 2-years related experience and/or training: or equivalent combination of education and experience.

Competencies

Additional Requirements

JOB RELATED COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical Skills- Exhibits one or more of the following:

• Focus: Stays focused on main issues, prevents irrelevant issues or distractions from interfering with timely completion of assignments
• Analytical: Collects, researches and complements data; Synthesizes complex or diverse information
• Design: Demonstrates attention to detail; Applies design principles; Generate creative solutions
• Problem Solving: Identifies and resolves problems in a timely manner; Develops alternative solutions

Communication Skills- Exhibits the following:

• Oral Communication: Speaks clearly and persuasively in positive or negative situations; Demonstrates group presentation skills
• Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively.

KNOWLEDGE AND SKILLS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Computer Skills:

Knowledge of one or more of the following softwares: Word Processing, Presentations, Spreadsheet, Internet, Internal Business softwares, other related software.

Office Administration:

Knowledge of administrative/ office procedures and systems such as word processing, file and record management, transcription, form design, and other office procedures. Also have knowledge of principles and processes for providing customer and personnel services.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Stress levels may increase due to seasonality.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific vision abilities required by this job include close vision. While performing the duties of this Job, the employee is regularly required to stand, walk, sit, use hands to finger, handle or feel, and talk or hear.