Job DescriptionJob DescriptionDescription:
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:
- Spanish Speaking Preferred
- 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.
