Receptionist

Job Title: Administrative Assistant/Receptionist

Department: Administration

Reports To: Office Manager

FLSA Status: Salaried, Non-exempt

Prepared Date: August 2024

Summary Schedules appointments, gives information to callers, takes dictation, and otherwise relieves management of clerical work and minor administrative and business detail by performing the following duties.

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

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
• Takes dictation in shorthand or by machine and transcribes notes on computer.
• Composes and types routine correspondence.
• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens switchboard telephone calls
• Greets scheduled visitors and conducts to appropriate area or person.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.

Supervisory Responsibilities

This job has no supervisory responsibilities.

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. Regular in office attendance is required.

Education and/or Experience

High school diploma or general education degree (GED); At least two years of administrative experience including word processing, document control, preparation of spreadsheets and other documents.

Language Skills

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 of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

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

To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software and Microsoft Office Word Processing software.

Certificates, Licenses, Registrations

Other Skills and Abilities

Must have excellent communication skills and customer service skills. Excellent typing and word processing skills. Must have the ability to multi-task.

Other Qualifications

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 talk or hear. Position requires heavy use of keyboard. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception 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 usually moderate.