Front Desk Receptionist/Data Entry

Summary This position is responsible for welcoming all visitors to Bayaud in warm, friendly and professional manner. Operates PBX or multiline telephone system to answer incoming calls and directs callers to appropriate personnel by performing the following duties.

 Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Retrieves messages from voice mail and forwards to appropriate personnel.
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• 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.
• Log incoming checks
• Provides excellent Customer Service.
• Orders, receives, and maintains office supplies.
• Assist with data entry for accounting department.

Other Duties and Responsibilities

• Receives all shipments, and lets the departments know when they have arrived.
• Makes coffee and maintains breakroom/copy room.
• Schedules conference room usage.
• Monitor’s security cameras at all exits.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Calculate postage for each department.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Competencies

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

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

Interpersonal Skills- Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control.

Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.

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

Diversity- Shows respect and sensitivity for culture differences; Promotes a harassment-free environment.

Ethics- Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

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

Professionalism- Approaches others in a tactful manner; reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follow through on commitments.

Safety and Security- Observes safety and security procedures; Reports unsafe conditions.

Attendance and Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent.

Qualifications

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.

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 add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s.
• Ability to perform these operations using units of American money and weight measurement, volume, and distance.

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

• Excellent Microsoft Office Skills, especially Excel, Outlook and Word.
• Proficient in 10 key calculators.
• PC, telephone, copy machine, fax, postage meter.

Certificates, Licenses, Registrations

A valid driver’s license. Must meet Motor Vehicle Requirements per Bayaud Enterprises Insurance Carrier, this is a condition of employment.

Other Skills and Abilities

• A good command of the English language, emphasis on grammar and pronunciation.

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, and use their hands.
• The employee frequently is required to talk or hear, the employee is required to stand, walk, reach with hands and arms, stoop, and kneel.
• Ability to occasionally lift and/or move up to 50 pounds.
• Specific vision abilities by this job include close vision, distance vision, and ability to adjust focus.

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 moderately quiet.

ALTERNATIVE WORK PLAN

This position is not eligible for an “Alternative Work Plan”. All duties must be performed in the office or in the community with participants. Special projects will be considered on a case-by-case basis.

Bayaud Enterprises is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our goal is to be a diverse workforce that is representative, at all job levels, of the people we serve.