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Receptionist- Job Description by fsy40675

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									                                            JOB DESCRIPTION

Job Title: Receptionist
Supervisor: As Directed
Pay Grade: 1


Position Summary:

   This position is responsible for the professional and efficient managing of visitors, consumers, telephone
   calls and messages, as well as a variety of clerical duties that support consumer services, information and
   referral and the operation and presentation of a professional office.
   FLSA Status: Non-Exempt
   Supervisory Responsibilities: No



Essential Functions and Responsibilities:

 1. Ensures knowledge of staff whereabouts and maintains accurate and complete sign-in/sign-out procedures for
    on-site staff and consumers.
 2. Notifies supervisors, within 30 minutes of daily start time, regarding staff absences/delays; updates and informs
    other receptionist(s) of same and related information.
 3. Promptly, accurately, professionally and court eously receives 100% of all telep hone calls and visitors.
 4. Promptly, accurately, professionally and court eously assesses 100% of received calls/inquiries and directs
    and/or records and relays messages.
 5. Adept at using all features of the telephone system and voice mail.
 6. Assists consumers/staff/ volunteers/ visitors park properly at the main office location.
 7. When on duty, ensures the reception station is staffed 100% of the time.
 8. Maintains knowledge of current postal regulations and services frequently us ed by the organization.
 9. Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage;
    properly addressing; and preparing certified/overnight/ret urn receipt mail.
    As directed, timely delivers mail to post office.
10.
    Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts into appropriate folders for
11. distribution.
    Signs for deliveries when necessary and notifies recipients.
12.
    Prints monthly report from postage system at the end of the last workday of the month and submits report to
13. designated individual.
    Ensures postage system is operational and keeps supervisor and fiscal informed of postage needs.
14.
    As needed, calls Pitney Bowes to update postage balance and obtain updates to postage machine soft ware.
15.
    Updates Medical Assistance Transportation Program (MA TP ) excel tracking spreadsheet with incoming data
16. from consumer travel reimbursement forms.
    Maintains excel spreads heet for Temporary Emergency Food Assistance Program (TEFAP) recipients.
17.
    Gathers refuse daily in common office areas; disposes of refuse in outside waste receptacles.
18.
    Ensures newspapers, plastic, cans and glass are prepared for recycling.
19.
    Ensures kitchen/kitchen appliances and bathrooms are kept neat, clean and stocked with appropriate supplies.
20.
    As needed, informs supervisor in advance as to supply needs and if office/kitchen appliances are not
21. functioning properly.
    Ensures that common areas are equipped with office supplies as needed.
22.

                                           Receptionist - 1 of 5 (Revised: 9/12/2006)
    Ensures 100% of consumers receive Needs Assessment and Survey forms and as requested, MATP forms;
23. ensures blank forms are available and legible.
    Tallies monthly completed Needs Assessment and Survey forms and submits report to directed ind ividual no
24. later than the 5th day of the following month.
    Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and
25. procedures.
    Keeps immediate supervisor well-informed of activities, results of efforts and problems identified/potential
26. problems; recommends corrective actions to immediate supervisor.
    Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters.
27.
    Maintains confidentiality of organization fiscal and personnel related information.
28.
    Performs routine office tasks necessary for the operation and presentation of a professional office as observed
29. by the supervisor.
    Adept at using the Community Assets PA (CAPA) web-site to provide information and referral.
30.
    As needed, assists with clerical tasks to include typing, filing, proofreading, maintenanc e of service logs and
31. data entry.
    Exhibits genuine concern for participants and always conducts oneself appropriately and professionally.
32.
    Develops and maintains comprehensive knowledge of community resources; provides information, referrals and
33. follow-up.
    Ensures all consumer intak e (ORS) data entry for assigned projects/offices is done accurately and in a timely
34. manner.
    Reports to work regularly and on time.
35.
    Assists in other duties as needed and directed.
36.




                                           Receptionist - 2 of 5 (Revised: 9/12/2006)
General Competencies Required:


Intellectual:                                                     Organization:

 demonstrates attention to detail                                    conserves organizational resources
 identifies and resolves problems in a timely manner                 shows respect and sensitivity for cultural differences
 gathers and analyzes information skillfully                         promotes a harassment -free environment
 develops alternative solutions                                      treats people wit h respect
 uses reason, even when dealing with emotional topics                strives for personal and organiz ational excellence
 assesses own strengths and weaknesses                               inspires the trust of others
 displays critical/creative thinking                                 works ethically and with integrity
 possess necessary expertise to accomplish all tasks                 follows policies and procedures
 seeks self improvement                                              completes tasks correctly and on time
 learns new skills to improve job performance                        supports organization's goals, values, and policies


Interpersonal:                                                    Self Management:

 strives for continuous improvement and solicits                     completes tasks on time or notifies appropriate person
 customer feedback to improve service                                with an alternate plan
 timely response to requests for information, service, and           observes safety and security procedures; reports unsafe
 assistance                                                          conditions
 maintains confidentiality                                           displays willingness to make decisions
 demonstrates a positive and productive attitude                     measures self against standard of excellence
 displays self-control and keeps emotions under control,             follows instructions and res ponds to management
 even under pressure                                                 directions
 remains open to others' ideas and tries new things                  uses equipment and mat erials according to policy
 speaks clearly; listens and gets clarific ation                     takes responsibility for own actions
 exhibits objectivity and openness to others' views                  prioritizes and plans work activities
 able to read and i nterpret written information                     manages competing demands; uses time effectively
 writes clearly, accurately, and concisely                           is consistently at work and on time


                                                      Leadership:

 looks for ways to improve and promote quality; makes                able to deal with frequent changes, delays, or
 recommendations for improvements                                    unexpected events
 positive role model; exhibits confidence in self and                accepts responsibility; follows or exceeds
 others                                                              organizational standards
 demonstrates accuracy and thoroughness                              uses resources effectively and efficiently
 teaches, coaches, inspires, mentors, empowers othe rs               anticipates and plans accordingly
 exhibits sound and accurate judgment and logical                    works to improve team and organizational climate
 reasoning




                                           Receptionist - 3 of 5 (Revised: 9/12/2006)
Qualifications:

Special License s and/or Certificates:

    None

Education and/or Experience:

    High school diploma or general education degree (GE D); or one to three months related ex perience
    and/or training; or equivalent combination of education and experience.

Computer Skill s:

    To perform this job successfully, an individual must have knowledge of: Internet Explorer; Microsoft
    Excel; Microsoft Outlook; Microsoft Word; OmniForm; Windows Operating System.

Other Skills and Qualifications:

    Ability to read and comprehend simple instructions, short correspondenc e, 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 employ ees of the organization.
    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.
    Ability to apply common sense understanding to carry out det ailed but uninvolved written or oral
    instructions. Ability to deal with problems involving a few 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 frequently required to stand. The employee is
    frequently required to walk. The employee is regularly required to sit. The employee is regularly
    required to use hands to finger, handle, or feel. The employ ee is occasionally required to reach with
    hands and arms. The employee is occasionally required to climb or balance. The employee is
    occasionally required to stoop, kneel, crouch, or crawl. The employee is regularly required to talk or
    hear. The employee is occasionally required to taste or smell.
    The employee must frequently lift and/ or move up to 10 lbs and occasionally lift and/or move up to 50
    lbs.
    Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral
    vision, depth perception, ability to adjust focus.




                                              Receptionist - 4 of 5 (Revised: 9/12/2006)
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 en able
individuals with disabilities to perform the essential functions.

     While performing the duties of this job, the employee is occasionally exposed to work near moving
     mechanic al parts, occasionally exposed to fumes or airborne particles, occasionally exposed to risk of
     electrical shock, occasionally exposed to vibration.
     The noise level in the work environment is usually moderate.



Work Conditions:

The work conditions for this job description are:

     Maintains motor vehicle minimum insurance requirements; maintains valid PA driver's license;
     acceptable motor vehicle record; a Pennsylvania child abuse history clearance; acceptable criminal
     record report.
     That Community Action, Inc. maintains an at-will policy of employment that means that employment and
     compens ation may be terminated with or without cause and with or without notice at any time at the
     option of either Community Action, Inc. or myself as an employee.




I CE RTIFY THA T I HAVE READ THIS JOB DES CRIP TION, IT HAS BEEN E XPLA INE D TO ME AND I
UNDERS TA ND MY DUTIES AND RESPONSIB ILITIES AS STA TE D HE REIN.


__________________________________________________                               __________________________________
Employee Signature                                                               Date



__________________________________________________                               __________________________________
Immediate Supervisor Signature                                                   Date




Prepared By:              RRHODES                                                Prepared On:       8/18/2006
Last Revised By:          BOB12                                                  Last Revised On:   9/12/2006
Approved By:              RAC                                                    Approved On:       9/12/2006




                                             Receptionist - 5 of 5 (Revised: 9/12/2006)

								
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