Receptionist-Secretary

Summary Purpose for the Position:

Provide overall reception functions and clerical support to office staff efficiently and in a professional manner. Screening and directing all incoming phone calls, receive visitors in person and via telephone, and provide routine information on a regular basis with a positive and helpful approach.

Requirements (Education, Experience, Certification, Knowledge, Skill):

Candidate should possess a High School Diploma or GED and 2 years of clerical experience.

Position requires basic arithmetic and strong written skills.

Computer proficiency in Microsoft Word, Excel, Outlook and type 30 wpm.

Must have technical and interpersonal skills

Familiarity and/or experience with office equipment including computer, phone systems, fax, copier and postage meters.

Must be able to articulate and describe housing programs.

Must be well organized, self-motivated, dependable, professional, ability to handle multiple tasks, pay attention to detail and work well under pressure while remaining calm and tactful.

Ability to define problems, collect data and establish facts.

Must be punctual and a team player who works well with all departments.

Must complete all work assigned and meet deadlines as required.

Position Responsibilities:

Position is responsible for screening all phone calls and receiving visitors in a professional and courteous manner.

When on duty, ensures reception station is staffed 100% of the time.

Maintain and operate telecommunications system console

Direct visitors by maintaining employee and department directories

Screen all incoming calls and direct to appropriate office personnel

Records and relays messages

Provide route information on a regular basis

Sort, record, and distribute incoming mail

Sort and distribute incoming faxes

Maintains log of incoming checks

Posts/meters outgoing mail; maintain confidentiality and security by following procedure

Signs for deliveries when necessary and notifies recipients

Keeps a clean and well organized work area

Maintains inventory of housing applications and necessary forms

Maintains book/calendar of agency events and room usage

Performs routine office tasks necessary for the operation and presentation of a professional office

Maintains a thorough working knowledge of organization policies and procedures

Working Conditions/Environment:

The following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job:

Sitting for long periods at times, light lifting of files, papers and manuals

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Transportation Requirement:

Position does not require automobile, driver’s license and insurance.

Last Updated: 6/13/2018

Replaces: N/A

Approved: Sr. VP of Human Resources