Part Time Receptionist

 

Summary

Greet applicants, vendors, and guests as well as answer incoming calls and directs callers to appropriate personnel by performing the following duties.

 

Hours are 10am to 2pm, Monday through Friday.

 

 

Essential Duties and Responsibilities include the following. Other duties may be assigned by supervisor or management.

 

Retrieves messages from voice mail and forwards to appropriate personnel.

 

Must have a professional appearance and personality.

 

Communicates with security personnel, maintains emergency contact list for faciltiies and management, maintains company directory and coordinates communication between security, facilties, and related management.

 

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, determines nature of business, and announces visitors to appropriate personnel.

 

Monitors visitor access and issues passes when required.

 

Receives, sorts, and routes mail, and maintains and routes publications.

 

Assist office suppky coordinator with orders, receivables, 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.

 

Creates a professional reception area environment, maintaining cleanliness of reception area, suggestions for improvement, and creating a warm, welcoming atmosphere.

 

Serves as backup for office supply coordinator, including the processing of mail, coordination of office supplies, maintaining accurate records and competencies to perform same.

 





Competencies  

 

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

 

Problem Solving - Identifies and resolves problems in a timely manner; Develops alternative solutions; Uses reason even when dealing with emotional topics.

 

Project Management - Communicates changes and progress.

 

Technical Skills - Strives to continuously build knowledge and skills; Shares expertise with others.

 

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.

 

Interpersonal Skills - Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things.

 

Oral Communication - Listens and gets clarification; Responds well to questions.

 

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information.

 

Ethics - Treats people with respect; Works with integrity and ethically; Upholds organizational values.

 

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.

 

Motivation - Demonstrates persistence and overcomes obstacles.

 

Professionalism - Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.

 

Attendance/Punctuality - Is consistently at work and on time.

 

Dependability - Follows instructions, responds to management direction; Completes tasks on time or notifies appropriate person with an alternate plan.

 

Qualifications

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.

 

Education and/or Experience  



One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

 

 

Language Skills



Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

 

 

Mathematical Skills



Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

 

 

Reasoning Ability  



Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

 

 

Computer Skills

To perform this job successfully, an individual should have knowledge of Power Point Design software; Excel Spreadsheet software and Word Processing software.

 

 

Other Qualifications  



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.

 

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stoop, kneel, crouch, or crawl. The employee is occasionally required to walk. The employee must regularly lift and /or move up to 10 pounds.

 

 

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 quiet.