Description

Description:

• Serves visitors by greeting, welcoming, and directing them appropriately. Notifies Agency personnel of visitor’s arrival. Maintains security and telecommunications system. Answers inquiries or referring another to respond.

Reporting Relationship

• Reports to Manager/Administrator

Responsibilities/Duties

• Greet visitors with a positive, helpful attitude.
• Monitor waiting room activity to ensure visitor comfort.
• Assist visitors in finding their way around the office.
• Announce visitors, as necessary.
• Answers, forwards, and screens phone calls.
• Helps maintain workplace security by issuing, checking, and collecting Identification badges, as necessary.
•  Maintains the Visitor Log.
• Maintains the reception area, mailroom, and conference rooms.
• Prepares meeting and training rooms.
• Assists with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.
• Sorts and distributes mail.
• Manages and develops the office administrative team.
• Provides excellent customer service.
• Schedule appointments.
• Contacts suppliers or business associates upon request.
• Receives or directs general deliveries.
• Coordinates and arranges meetings as directed.
• Ensures all equipment (e.g., fax, machines, copiers, telephones, shredders are maintained).
• Conducts oneself with the highest degree of honesty and integrity in every interaction.
• Communicates and acts in a professional manner at all time.
• Interacts compassionately with visitors and co-workers.

Requirements

Required Knowledge/Skills/Abilities

• Knowledge of administrative and clerical procedures.
• Knowledge of computers and relevant software applications.
• Knowledge of customer service principles and practices.
• Keyboard skills.
• Ability to work independently.
• Possess excellent interpersonal, coordinating, and organizational skills
• Ability to multiple tasks.
• Possess good communication skills.
• Ability to make independent decisions when circumstances warrant such action.
• Be a supportive team member, contribute to and be an example of teamwork and team concept.
• Ability to deal tactfully with co-workers, visitors, government agencies/personnel, and the general public.
• Possess good time management skills.

Qualifications:

• Certificate or associate degree in clerical studies or office assistance preferred
• High school diploma plus on-the-job training may be considered.
• Prior experience as a receptionist in related field preferred.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Experience with administrative and clerical procedures.