Receptionist (M-F 7:45 Am - 5:00 Pm)

Summary

Greets and assists all incoming visitors, customers, shareholders, etc. in a warm and inviting manner. This position will also answer and route all incoming calls in a friendly and professional manner, in addition to maintaining a clean and neat reception/lobby area. The Receptionist will be required to assist with any other administrative duties as assigned by the HR Generalist and/or any other office personnel. Operates voice-over IP 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.

• Answers questions about the organization and provides callers with address, directions, and other information. Welcomes on-site visitors, determines the nature of business, and announces visitors to appropriate personnel.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes. Orders, receives, and maintains office supplies.
• Answers incoming telephone calls, determines the purpose of callers, and forwards call to appropriate personnel or department. Takes and delivers messages or transfers calls to voice mail when appropriate personnel is unavailable.
• Retrieves messages from voice mail and forwards them to appropriate personnel.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Answers and routes all incoming calls in a friendly and professional manner, in addition to maintaining a clean and neat reception/lobby area.
• Operates voice-over IP multiline telephone system to answer incoming calls and directs callers to appropriate personnel.
• Assists with any other administrative duties as assigned by the HR Generalist and/or any other office personnel.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Competencies

• Appearance - Dresses appropriately and is well groomed. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies the appropriate person with an alternate plan.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Problem-Solving - Identifies and resolves problems in a timely manner; Works well in group problem-solving situations.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• To perform the job successfully, an individual should demonstrate the following competencies:
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Initiative - Volunteers readily; Undertakes self-development activities; Asks for and offers help when needed.
• Motivation - Measures self against standard of excellence. Planning/Organizing - Uses time efficiently; Organizes or schedules other people and their tasks.
• Adaptability - Adapts to changes in the work environment.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; meets commitments.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• 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; Follows through on commitments.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Quantity - Completes work in a timely manner, Works quickly. Safety and Security - Observe safety and security procedures; Determines appropriate action beyond guidelines; Report potentially unsafe conditions; Uses equipment and materials properly.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

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 essential functions.

Education and/or Experience

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Language Skills

This position requires bilingual language skills in both English and Spanish the following requirements are for both languages. 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 detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Contact Management systems; Human Resource systems; Internet software; Spreadsheet software, and Word Processing software.

Certificates, Licenses, Registrations

SHRM Certification preferred.

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 essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to sit and talk or hear. The employee is occasionally required to stand, walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.

This position description is not intended to serve as an exhaustive list of tasks, competencies, prerequisites, or goals. Other tasks or goals may be assigned – either on a temporary or permanent basis – as deemed necessary by company officials. Position descriptions, or the employee’s job, may be modified or changed by the company at any time. This position description should not be considered to be a contract of employment.