Job Description - Receptionist

292 Job Description - Receptionist

Effective Date:

Revision Date:

SUMMARY The Receptionist is a nonexempt position reporting to the Administrative Manager. Operates a multi line telephone system to answer incoming calls and directs callers to appropriate personnel. Provides clerical support to the Assistant Chief and Captains as needed. Operates computer equipment to compile, type, revise, combine, edit, print, and store documents by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Uses switchboard to connect interoffice and house calls.

Answers, screens, and routes incoming telephone calls.

Supplies information to callers and records messages.

Operates paging system to relay in-house announcements or call individuals to phone or front lobby.

Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel, monitors visitor access.

Updates and maintains in-house telephone directory.

Performs clerical duties such as typing, proofreading, receiving/sorting/routing mail, and maintaining and routing publications.

Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes, creates and maintains the supply of fax cover sheets.

Coordinates, orders, receives, and maintains office supplies.

Types, revises and combines material such as correspondence, reports, records, forms, technical material, and numerical data from rough draft, corrected copy, or previous computer versions.

Checks completed documents using automated spell and grammar checker and makes corrections.

Proofreads and edits documents for grammar, spelling, punctuation, and format, corrects errors.

Assists in creation and maintenance of boiler plate-text library, and accesses it to enter frequently used information.

Stores completed documents in machine memory or on data storage media (i.e. diskettes, compact disks, etc.)

Prints/copies documents, loads paper in printer/copier and changes toner/ink cartridges as necessary.

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

SUPERVISORY RESPONSIBILITIES None.

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 the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); nine months related experience and/or training.

LANGUAGE SKILLS 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 patrons, visitors, and other employees of the District.

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 instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER QUALIFICATIONS Demonstrates a positive, helpful attitude to individuals contacting the District by telephone or in person. Displays the ability to work independently and multi task. Possess the ability to get along with others and to concentrate for extended periods of time.

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 regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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 enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and risk of radiation. The noise level in the work environment is usually moderate.

Policy No.  292  Issued  6/29/2000  Applicable  1/17/2005