POSITION IDENTIFICATION
TITLE Receptionist
CLASSIFICATION NUMBER 3040
GRADE 10
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Administrator varies
GENERAL FUNCTION
The Receptionist receives and greets office or departmental visitors, University employees, and students, and directs them to the appropriate offices or persons utilizing organizational familiarity and necessary discretion. The Receptionist answers the telephone, takes messages or routes calls according to office procedures, and may be required to make appointments and/or maintain an appointment calendar. The Receptionist performs basic and varied clerical tasks which may include keyboarding and/or computer data entry, filing, and operating standard office machines and equipment. The Receptionist may be required to occasionally supervise others, such as student workers and/or part-time employees.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least one year of general office experience is preferred.
Skills: Keyboarding skills required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Written and verbal communication skills, the ability to operate electronic, photocopier or other standard office machines, perform routine alpha-numeric filing tasks, and perform basic recordkeeping and tabulation tasks are preferred.
Effort: Receptionist positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Some Receptionist positions occasionally require the ability to lift and carry materials and equipment weighing up to twenty-five pounds, to reach heights up to eight feet by climbing ladders or stools, and to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers. Receptionist positions require keyboarding, which may be extensive at times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs receptionist duties by greeting University employees, students, and visitors, directing them to the appropriate offices or persons, providing factual information or materials to routine inquiries (within the capability to do so and within prescribed policies), answering the telephone, taking messages or routing calls according to office procedures utilizing organizational familiarity and necessary discretion, and making appointments as appropriate.
2. Distributes incoming correspondence to appropriate office personnel, students, and/or faculty by receiving, sorting, opening (as appropriate), and routing correspondence according to prescribed office procedures and guidelines.
3. Prepares outgoing correspondence for mailing by addressing envelopes, affixing the correct postage on the envelopes, verifying the completeness of the correspondence prior to sealing, and placing the mail in the designated pick-up location or delivering the mail to the campus mailroom.
4. Prepares and/or completes standard forms and cards by performing basic keyboarding.
5. Maintains accurate information and records relating to the functions of the office either by performing basic records maintenance of alphabetical, chronological, and/or numerical files or by performing basic keyboarding for data entry of information into an established database.
6. Provides required or requested documents by operating photocopier equipment and/or standard office machines, collating and assembling printed or copied materials such as reports, bulletins, articles and manuscripts, and delivering finished materials as directed.
7. Processes funds associated with the operation of the office or department by receiving such funds as are appropriate, documenting their receipt, properly accounting for and safeguarding the funds while kept, and delivering the funds to the designated office for final disposition.
8. Exercises discretion in the performance of assigned duties by being knowledgeable of University and/or departmental policies regarding confidential materials and information and complying with such policies when handling confidential items or providing information to University employees, students, or the public.
9. Provides office personnel with necessary supplies and maintains sufficient on-hand items for future use by assisting with ordering, receiving, sorting, storing and distributing basic office supplies and equipment.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned by the immediate supervisor.
SUPERVISION
The Receptionist is supervised by the assigned supervisor and may supervise student workers and/or part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
