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RECEPTIONIST

Department: Correspondence
Summary: Provides general office support with a variety of clerical activities and related tasks. The reception area is staffed with two Receptionists.  The Receptionists work together as a team and are responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, as well as additional clerical duties. The Receptionists are expected to have the switchboard open and operating promptly at 7:00 a.m. and throughout the day until 5:00 p.m. One Receptionist will work from 7:00 am until 4:00 pm.  The other Receptionist will work from 8:00 am to closing at 5:00 pm.  The Receptionists will provide switchboard coverage for each other for a one-hour lunch, to be taken no later than five hours after the start of their shift. In the event one of the Receptionists is absent, the Receptionist should work with relief coverage to determine the appropriate time for lunch.

Essential Duties and Responsibilities include the following. Other duties may be assigned to meet business needs.

• Professionally administer all incoming calls, direct the caller to the appropriate associate, and transfer caller to associate’s voice mailbox when associate is unavailable as well as take and retrieve messages for various staff members when necessary.
• Provide callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
• Greet and direct guests in a professional, friendly, hospitable manner.
• Pick up, drop off, and process mail each day.
• Distribute faxes and outboxes.
• Coordinate and maintain conference rooms for meetings and provide lunch and beverages when necessary.
• Open and close lobby area (locking doors, securing money, turning off lights).
• Assist in inventorying and stocking of office supplies in mail room, kitchen and conference rooms.
• Compose, modify, and proofread memos, correspondence, reports, and other documents as requested.
• File and retrieve documents, forms, records, and reports.
• Compile reports and summaries of work; update, check and complete records, forms, and documents.
• Prepare Pork Times newsletter monthly.
• Prepare and send birthday cards, anniversary cards, coordinate potlucks, and gifts when requested.
• Perform a variety of clerical duties (photocopying, faxing, filing, scanning, shredding, laminating, binding, process mail, etc.).
• Perform other duties as assigned.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

Qualification/Requirements:

• Excellent phone etiquette
• Excellent verbal and written communication skills. Possess exceptional interpersonal communication skills.
• Possession of strong organizational skills
• Punctual
• Ability to work independently on assignments as well as accept direction on given assignments.
• Should be customer service driven
• Knowledge of MS Office (Word, Excel, Outlook, PowerPoint, Publisher)
• Able to multi-task
• Professional appearance

Education/Training/Experience

• High School Diploma or GED required, Associates Degree preferred
• Minimum 1 year customer service experience

For information on physical demands of this job see HR.