What are the responsibilities and job description for the Receptionist position at Project NOW, Inc.?
SUMMARY: The receptionist operates a multi-line telephone system to answer incoming calls and directs callers to appropriate personnel by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Retrieve messages from voice mail and forward them to appropriate personnel.
- Answer incoming telephone calls, determines the purpose of callers, forwards call to appropriate personnel or department, and schedules appointments through an online scheduling program.
- Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.
- Answer questions about the organization and provide callers with addresses, directions, and other information.
- Welcome on-site visitors, determine the nature of business and announce visitors to appropriate personnel.
- Monitor visitors and customer access.
- Prepare documents and data input as requested by the Supervisor/Manager.
- Sign for and receive incoming packages.
- Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary.
- Keep the reception area neat, organized, and free of clutter.
- Perform other clerical duties as needed, such as filing, photocopying, collating, faxing, shredding, compiling, and distributing paperwork.
SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.
KNOWLEDGE, SKILLS & ABILITIES
- Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Write routine reports and correspondence.
- Speak effectively before groups of customers or employees of the organization. Must have good verbal and written communication skills.
- Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to interact with the public in a professional manner.
- Must be able to work with a diverse group of customers and employees.
EDUCATION and/or EXPERIENCE:
- High school diploma or general education degree (GED)
- One to three months’ related experience and/or training
- Must be proficient with Microsoft Windows and Office software and be able to operate office equipment such as 10 key and keyboard.
PHYSICAL DEMANDS and ENVIRONMENT While performing the duties of this job, the employee is occasionally required to stand, walk, sit; talk and listen. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds as associated with the office environment. The noise level in the work environment is usually quiet as typically associated with an office environment.
Project NOW is an equal-opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because that is what drives our mission. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Accommodation is available for applicants with disabilities.
Positions within Project NOW are primarily grant-funded and funding decreases can affect our staffing needs.