Receptionist

BRIEF SUMMARY OF PURPOSE OF POSITION:

The Receptionist position is responsible for managing the front desk, greeting visitors, answers, and routes calls, copying, mail sorting and postage meter operation, office supply inventory and other support functions as needed to ensure that the agency is working in an efficient and orderly manner. The receptionist position ensures smooth front-desk operations, provides excellent customer service, and supports administrative functions across the organization. This position requires effective communication, organization, and multitasking skills, making it essential for daily office operations.

RESPONSIBILITES AND DUTIES:

• Welcomes visitors in a professional and friendly manner.
• Answers, screens, and forwards phone calls, using multi-line systems.
• Provides basic information, answers general inquiries in person, by phone, or via email.
• Directs visitors to the appropriate employee or office.
• Receives, sorts, and distributes mail and deliveries.
• Maintains office security by following safety procedures and controlling access.
• Keeps the reception area tidy, stocked, and presentable.
• Assists in scheduling appointments for staff or departments as requested.
• Performs clerical tasks such as filing, photocopying, data entry, and document preparation.
• Supports colleagues with administrative tasks as needed.
• Keeps up-to-date log of faxes, in-coming and out-going mail,
• Operates postage meter and requests additional postage when needed.
• Sorts mail; dates mail and distributes staff mail.
• Maintains office supplies inventory, assists with special orders of staff supplies as approved by department managers, and orders supplies as needed.

QUALIFICATIONS AND SKILLS:

• High school diploma or equivalent
• Previous receptionist, front desk, or customer‑facing experience (preferred but not always required)
• Proficiency with office software, such as Microsoft Office, email, calendars, and basic data entry tools
• Ability to operate standard office equipment (multi-line phones, printers, scanners, copiers)
• Strong verbal and written communication skills
• Professional demeanor and reliability
• Communication skills — clear, polite, and professional interaction in person, by phone, and via email
• Organization and time‑management — managing appointments, messages, and administrative tasks without errors.
• Multitasking ability — handling calls, visitors, and admin tasks simultaneously
• Customer service orientation — welcoming guests, resolving basic issues, and maintaining a positive first impression.
• Technology proficiency — comfort with booking systems, email platforms, databases, and multi‑line phone systems
• Attention to detail — accurate message‑taking, data entry, and document handling.

This description is intended to describe the essential job functions. It is not an exhaustive list of duties, responsibilities, or requirements. Other functions may be assigned, changed, or added at any time as the HR department Director sees fit.

OSHA CATEGORY: This position in the regular course of business would not encounter any tasks or situations involving exposure to bodily fluids.

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PHYSICAL DEMANDS: The duties of this position are consistent with those of a regular office work environment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.