Clerical - Receptionist

POSITION: Receptionist

REPORTS TO: Principal

SALARY: Classified Salary schedule based on relative experience and verification of employment history

NATURE OF WORK: An employee in this class performs routine clerical, secretarial and general office assistance duties that are limited in variety and scope. Work typically involves answering the telephone, directing calls and responding to basic information. They will supply information regarding the organization to the general public, clients and customers. The employee in this position receives direct supervision.

ILLUSTRATIVE EXAMPLES OF WORK: Additional duties may be assigned.

• Attends the public at a counter or serves as a receptionist providing information regarding departmental operations and answering questions on programs, procedures and regulations.
• Answer telephone, screen and direct calls.
• Receive and relay messages.
• Provide information to callers.
• Greet persons entering organization.
• Direct persons to correct department or staff member.
• Monitor staff and visitor building access.
• Maintain security awareness.
• Provide general administrative and clerical support.
• Prepare correspondence and documents.
• Receive and sort mail and deliveries.
• Schedule appointments.
• Maintain appointment calendar.
• Organize conference and meeting room bookings.
• Monitor and maintain office equipment and supplies.
• Control inventory relative to reception area.
• Maintain all reception areas in a neat and professional manner.
• Other duties as assigned or requested by immediate supervisor.

QUALIFICATIONS AND REQUIREMENTS: 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 will be made to enable individuals with disabilities to perform the essential functions as required by state and federal regulations.

KNOWLEDGE, SKILLS AND ABILITIES: Additional Duties may be assigned.

• Possess knowledge of administrative and clerical procedures.
• Possess knowledge and ability to utilize computers, and relevant software applications.
• Possess knowledge of customer service principles and practices.
• Possess ability to work a multi-line switchboard and multi-task responsibilities.
• Exhibit professional personal presentation and maintain confidential information.
• Ability to organize and plan work responsibilities or assignments.
• Demonstrate attention to detail.
• Demonstrate initiative, reliability and stress tolerance.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.

INTERPERSONAL COMMUNICATION: Requires the ability to speak and/or signal people to convey or exchange information; includes giving instructions, assignments or directions to subordinates or assistants. Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

LANGUAGE ABILITY: Requires the ability to read a variety of correspondence, reports, ordinances, forms, charts, etc. Requires the ability to prepare correspondence, reports, budgets, personnel records, requests for proposals, forms, studies, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.

INTELLIGENCE: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including insurance, personnel and governmental terminology.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

FORM/SPACIAL APTITUDE: Requires the ability to inspect items for proper length, width and shape.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Does not require the ability to differentiate between colors and shades of color.

PHYSICAL COMMUNICATION: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone.

COMMUNICATION SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals consistent with the duties of this position. Ability to compose and write routine reports consistent with the duties of this position. Ability to effectively present information and respond to questions from administrators, staff and the general public consistent with the duties of this position.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet. The employee continuously interacts with the public and staff.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with hands and arms. Specific visual abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 lbs. such as to lift files and paper.

SUGGESTED TRAINING AND EXPERIENCE: Minimum – High School Diploma. Experience with data entry or previous office experience is preferred.

EVALUATION: Performance in this position will be evaluated regularly by the supervisor in accordance with Board Policy.