Receptionist

Department:
Reports To:
FLSA Status:
Approved:		 Corporate
Office Manager
Non-Exempt
June 2006


SUMMARY 
The Receptionist is actively involved in all areas of the company. She/he needs to have a full understanding of what is occurring in the day-to-day operations of the company in order to assist clients, subcontractors/suppliers, and service personnel that daily are in contact with the company. It is extremely important that the receptionist be aware that she/he is the first point of contact for our company and therefore needs to present a good impression and be able to interact with people in a friendly business-like manner. At all times the receptionist needs to be aware that there is only one time to make a first impression. Duties of the receptionist consists of the following (these duties may change with business practices):

ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned.

  • Answering incoming calls and routing them to the appropriate person in the office, voice mail, or the proper jobsite.
  • Greeting people (clients, subcontractors/suppliers) as they come into the office.
  • Place outgoing calls as requested or required.
  • Picks up, opens, sorts, stamps, and distributes incoming mail and interoffice mail.
  • Provide mail services including opening, date stamping, and logging of outgoing mail. Includes making mail pick-ups and deliveries; sorting, weighing and posting outgoing mail and packages; distributing interoffice mail (US Mail, UPS, Federal Express, local delivery service) and processing it to the correct department/person.
  • Filing and making files.
  • Sending and receiving faxes.
  • May type memos, letters, transmittals, and listings as backup and may organize / alphabetize filing.
  • Perform additional assignments per supervisor’s direction.
  • Attend required meetings.

SUPERVISORY RESPONSIBILITIES  None at this time.

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
High School Diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

OTHER SKILLS AND ABILITIES

Proficient in Microsoft Office applications.

LANGUAGE SKILLS
Ability to read and comprehend simple instruction, short correspondence, and memos.  Ability to effectively present information in one on one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. 

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.

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 and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision.

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 to moderate as compared to a private office with light traffic and computer printers.

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