Receptionist

SUMMARY OF POSITION FUNCTIONS

The Receptionist provides clerical assistance when needed and operates the telephone system to answer incoming calls and directs callers to appropriate personnel, as well as the following essential functions.

ESSENTIAL POSITION FUNCTIONS

• 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.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Distributes employment applications.
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Takes payments for services and products.
• Orders, receives, and maintains office supplies.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Oversees office equipment maintenance.
• Operates postage meter ensuring sufficient postage is available at all times.
• Assists in preparing for community functions.
• Maintains community copy machine and supplies.
• Takes community deposits to bank when requested.
• Performs other clerical duties as needed, such as filing, photocopying, collating, data entry, and typing of correspondence.
• Complies with the Community’s privacy and confidentiality practices and procedures related to resident and employee records.
• Assist in scheduling outside services as needed.

Note: The essential functions of this job may be revised or updated as Community needs dictate.

NON-ESSENTIAL POSITION FUNCTIONS

• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities

SPECIAL REQUIREMENTS

• General typing skills, as well as knowledge of Microsoft Office Suite products (Excel, Publisher, PowerPoint, Word).

EDUCATION & QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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.

KNOWLEDGE, SKILLS, ABILITIES

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one- on-one and small group situations to customers, clients, and other employees.
• 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.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

• None