Receptionist

Receptionist

Provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.

Essential Duties & Responsibilities

• Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to an associate's voice mailbox when the associate is unavailable.
• Greets and directs visitors to the company.
• Notifies appropriate personnel of visitors.
• Takes and retrieves messages for various personnel.
• Provides callers with information such as District address, directions to the District location, District fax numbers, District website and other related information.
• Receives, sorts and forwards incoming mail. Maintains and routes publications.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assists in the ordering, receiving, returns, stocking and distribution of office supplies to also include price point research to ensure best pricing.
• Arranges for transportation services when needed.
• Arranges for courier services when needed.
• Maintains files to include filling, making files, and scanning.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Assists in maintaining office equipment such as coffee makers, service calls for printers, filling ink wells, etc.
• Directs emails from District Info Line.
• Sets up meetings, bridge connections, and coordinates conference room availability.
• Maintains receptionist area, conference room, and lobby clean to reflect a professional atmosphere.
• Maintains and updates office employee directory.
• Maintains weekly meeting agendas
• Prepares and maintains conference room for all meetings.
• Assists in selling District gift cards either through call in requests or walk ups, mailing cards, and retrieving information regarding sales made.
• Assures delivery of District brochures to requests made.
• Maintains telecommunication system by following manufacturer's instructions for office phone and console operation.
• Validates parking.
• Other clerical duties as assigned.
• Occasional after hours work is necessary.

Skills

Strong attention to detail, follow-up and excellent organizational skills. Ability to treat sensitive/confidential information with appropriate discretion. Strong sense of urgency, adaptability, flexibility and resourcefulness. The ability to function professionally under pressure, while managing multiple concurrent projects and deadlines. Proven competencies in software applications and programs, particularly Microsoft Office, including Excel, Word, Power Point, and Outlook. Excellent word processing and file management skills. Be able to contribute to team effort by accomplishing related results as needed. Good working knowledge of office equipment and procedures including computers, photocopiers, printers, fax machines, mailing equipment, telephone systems, filing systems, etc. Must possess personal tact, discretion and good judgment. Excellent interpersonal, written and verbal communication skills.

Supervisor Responsibilities

This position has no supervisory responsibilities.

Education

High School Diploma or General Education Diploma (GED)

Working Conditions This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands The Office Support Worker will have to spend long hours sitting and using office equipment and computers which can cause muscle strain. The Office Support Worker may also have to do some light lifting of supplies and materials from time to time.

Environmental Conditions The Office Support Worker may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of supervisors, executives, vendors, clients and contractors. The Office Support Worker may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.

Sensory Demands Sensory demands include use of the computer, which may cause eyestrain and occasional headaches. The office may be noisy and busy making it difficult for the Office Support Worker to concentrate.

Mental Demands The Office Support Worker will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.