Receptionist

OVERVIEW :

Under general supervision operates a multi-line telephone console, gives routine information to the public greets the public; performs clerical work; and other related work as required

BUSINESS CONTRIBUTION :

Receptionists are responsible for providing an integrated and reliable support system to the campuses. Receptionists accomplish this through :

Interacting with the public in a professional manner and maintain a neat appearance

Detail-orientation, with the ability to manage and prioritize multiple tasks and deadlines with frequent interruptions;

Ability to handle difficult situations and demanding people;

Reliability and dependability.

ESSENTIAL FUNCTIONS :

Receives calls and gives information to callers, screen and routes calls to appropriate destination.

Retrieves messages from voice mail and forwards to appropriate personnel.

Obtains and records caller’s name, time of call, nature of business and person called upon and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.

Answer questions about Southeastern College and provides callers with address, directions, and other information.

Monitor visitor access and issues passes when required.

Update appointment calendars.

Receives, sorts, and routes mail, and maintain and routes publications.

Maintain fax machines, assists users, send faxes, and retrieves and routes incoming faxes.

Takes payment for services and products.

Creates and prints faxes.

Greets visitors, staff and others in a professional courteous manner. Ascertains nature of business and directs visitors or callers to appropriate department or person.

Orders, receives, and maintains office supplies.

Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.

Performs other clerical duties as needed, such as filing, photocopying, and collating

Knowledge, Skills, and Experience :

The Receptionist role is primarily focused on providing clerical duties to the Director of Admissions. Thus, the Receptionist provides a heavy degree of interaction with managers, faculty, staff and students. The role requires someone that is able to adapt to changes in the work environment and is able to manage competing demands.

Below is an inclusive but not exhaustive list of various knowledge, skills, and other characteristics that are necessary for effective performance in the Receptionist position.

• Knowledge :

General knowledge on the appropriate format for memorandums, letters, and other types of correspondence

Computer Skills – To perform this job successfully, an individual should have knowledge of Microsoft programs Word, Excel, and PowerPoint

Written Communication – Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information

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

Time Management – Organize prospect data, develop and follow an approach, and organize time; notify appropriate person with an alternate plan when needed

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions, and uses reason even when dealing with emotional topics

Confidentiality – Maintains confidentiality at all times

Objective setting – setting reasonable, yet high targets, and creating a plan for attaining those targets

Education, Experience, and Training :

Highs School Diploma or equivalent; or more than two years related experience and / or training; or equivalent combination of education and experience.