Receptionist​/Switchboard Operator

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Receptionist/Switchboard Operator

Job Title: Receptionist/Switchboard Operator

Job Classification Code: 324

Reports to: HCV Director

Employee Status: Hourly – Non-Exempt

Position Summary:

The staff person is responsible for the performance of basic receptionist duties which include the handling of incoming phone calls and in-person visitors. This position also includes general administrative duties and the utilization of modern office equipment as well as an extensive computer system.

Education/Certification Requirements:

Person must have a high school diploma or General Equivalency Diploma (GED).

Experience Requirements:

Experience working in an environment involving public contact and general administrative office duties. This person must have a minimum of 18 months switchboard operator experience handling a minimum of 4 phone lines.

Qualifications:

This position requires a valid Florida driver’s license, as well as be eligible for coverage under housing authority fleet auto insurance. Fluency in Spanish and/or Russian is a plus.

Duties/Responsibilities of Position:

• Ability to treat all callers and visitors with courtesy, respect and a professional attitude under all circumstances.
• Ensures that all incoming calls are answered in a timely manner and greeted by a live person at all times.
• Ensures that the front office is NEVER left unattended.
• Keeps the lobby in an organized manner and free of trash or other debris.
• Utilization of housing authority software system as well as inter-office messaging system.
• General administrative duties and utilization of machines such as copier, scanner, and printer.
• Processes restitution payments from clients and print receipts.
• Creates briefing packets prior to the opening of the office each morning.
• Distributes the prior day’s paperwork to the appropriate caseworkers each morning before the office opens.
• Ensure office is open/closed to the public at established times.
• Ensure that all visitors remain in the lobby until the appropriate person comes to receive them.
• Perform other reasonably related duties as requested.

Knowledge and

Skills:

• Strong organizational skills.
• Able to answer multiple phone line system. This will include answering all calls, placing them on hold and then distributing the calls appropriately.
• Knowledge of the general operations and procedures of a Public Housing Agency (PHA).
• Experience with standard clerical procedures.
• Ability to handle difficult clients while remaining professional.
• Ability to present ideas in a clear concise manner, both orally and in writing.
• Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.
• Ability to speak clearly and to write legibly.
• Ability to understand and follow written and oral instructions.
• Ability to establish and maintain effective working relationships with co-workers, residents, and the Department of Housing and Urban Development (HUD); ability to communicate with people from a broad range of socio-economic backgrounds.
• Ability to enforce all office requirements and regulations.

Work is principally sedentary, must be able to sit or stand for long periods as well as carry/handle file folders. Although it is usually in an area that is adequately cooled, heated, lighted, and ventilated, the person maybe exposed to repetitive motion, vision strain, noise, and verbal abuse on a regular basis.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all job duties listed, and some incumbents may perform some duties, which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.