Clerk Receptionist - DHS

GENERAL STATEMENT OF DUTIES

Receptionists support business activities through a variety of tasks including greeting and directing visitors, answering phone calls, and scheduling appointments. This is a multifunction position requiring a great degree of discretion, planning, flexibility, organization, and creativity.

One of the primary responsibilities of a receptionist is to welcome visitors to the office. They will direct customers to specific individuals or departments as well as directly answering customer questions. In this aspect of the role, a receptionist also checks the office calendar for appointments and maintains visitor records.

Receptionists also manage incoming phone calls and emails. They use multi‑line phones, transferring calls to specific individuals or departments as well as directly answering customer questions. The receptionist also handles incoming email to the office's general address, responding to questions, or forwarding emails to departments that can provide customer assistance.

Receptionists handle incoming and outgoing mail and correspondence. They sort the day's mail and deliver to the courthouse or place mail directly in employees' mailboxes. Receptionists may schedule appointments and ensure that mail is ready for pickup at a specific time of day. They ensure that documents are date stamped upon receipt into the office, manage ARMARS, and employee reports.

Receptionists issue initial and replacement EBT cards to customers. In this aspect of the role, a receptionist is responsible for operating the program in accordance with applicable Federal and State laws rules and regulations, completing daily card issuance, daily EBT logs and destruction reports, and safeguarding individual inventory of EBT cards.

Receptionists handle the bulk of the office scanning. In addition to scanning, the receptionist is primarily responsible for sorting and faxing documents; routing information to employees and other departments; assembling miscellaneous packets; copying; providing necessary paperwork to customers i.e. applications, redetermination, etc.; operating standard office equipment; ordering supplies, including office supplies, state forms, and occasional cleaning supplies.

Receptionists are responsible for data entering information into multiple databases. In addition, the receptionist retrieves information from computerized records.

Maintain office supplies to include inventory and record of paper items, copy/fax ink cartridge, s, schedule car maintenance, schedule car schedules/usage, and report to director major issues.

Including training and guidance to trainees for general reception duties. Any one position may not include all of the duties listed. However, the allocation of positions will be determined by the amount of time spent in performing the essential duties listed above.

• Attention to Detail – Is paramount when performing work and applicant must be conscientious about attending to detail.
• Communication Skills – Knowledge of communication techniques sufficient to be able to elicit information and de‑escalate irate customers.
• Computer Skills – Has workable knowledge of basic office equipment including computers, printers, copiers, scanners, and phones. Has basic computer skills, excellent typing skills, and proficiency in Microsoft Office programs. Has clear knowledge of spreadsheets and word processing documents. Has the ability to write, send and retrieve email communication.
• Customer Service – Interacts with customers in a friendly and professional manner, works to resolve issues quickly and effectively, and is knowledgeable about products and services.
• Decision Making – Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and evaluates and chooses the best alternative in order to make a determination, draw conclusions, or solve a problem.
• Interpersonal skills – Shows understanding, friendliness,…