Receptionist, Administrative​/Clerical

Overview

Position: Receptionist

Duration: 8 Months Contract

Location: Worcester, MA 01604

Schedule: Monday - Friday 8:45 - 5 (45 min. lunch break)

• In a team setting, maintain files and records, answer telephones, process incoming mail, prepare and mail outgoing correspondence or parcels.
• Prepare correspondence, forms, files and reports for processing, storage or forwarding, using Excel and Word programs; answer inquiries; operate standard office equipment and perform related work as required.
• Greet and assist members visiting the office in accordance with established procedures.
• File material in accordance with a prescribed classification system.
• Answer telephone calls, provide routine information concerning agency services and redirect calls as needed in accordance with established procedures.
• Prepare standardized forms according to established procedures.
• Receive, open, date stamp, investigate, assign and distribute incoming mail, messages, packages, etc. to appropriate individuals.
• Scan prepared documents into the Captiva system and index documents by envelope category, document category and document type.
• Retrieve and distribute records from files or boxes such as correspondence, applications, verifications, etc.
• Search and recover information from computer terminals in order to respond to inquiries or requests.
• Post information on logs, spreadsheets, records or computer systems according to established procedures.
• Operate and provide instruction on the usage of standard office equipment such as copy machines, postage machines, fax machines, computers (PCs and printers), telephones, mail openers, TTY equipment.
• Review forms, applications, documents, and correspondence for accuracy and completeness.
• Provide information concerning meetings, schedules, appointments, cancellations, etc. to appropriate individuals either orally or in writing.
• Prepare and submit requisitions to maintain supply standards in accordance with established procedures.
• Compile data for office and/or agency reports.
• Provide inter- and intra- communications via the e-mail system.
• Operate specialized office equipment that requires manufacturer training prior to use.
• Perform computer functions to create documents such as letters, e-mail, spreadsheets, charts, lists and memoranda.
• Maintain and update daily activity logs for ongoing or completed work assignments in order to control daily assignments and workflow.
• Maintain supply inventory, including assisting with ordering supplies.
• Operate a personal computer for both look-up and data entry purposes.
• Aid in the development of production schedules, performance standards, quality controls, methods, procedures and operations regulations to assist clerical and operational procedures.
• Coordinate leave time, breaks, lunches, coverage times, and duty hours to ensure proper coverage.
• Ability to work in a team setting with team ownership of all assigned tasks.
• Perform Other Assigned Duties As Required.

• Ability to understand and apply the laws, rules, policies, and procedures governing assigned unit activities.
• Ability to read, write, and comprehend the English language.
• Ability to use proper grammar, punctuation, and spelling.
• Ability to follow written and oral instructions.
• Ability to work accurately with names, numbers, codes, and/or symbols.
• Ability to work with a computer comfortably, with specific knowledge of Word and Excel programs.
• Ability to file material in accordance with standard filing procedures.
• Ability to maintain accurate records.
• Ability to communicate effectively in oral expression.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to handle a fast-paced, front-facing environment.
• Ability to deal tactfully with others.
• Knowledge of clerical office practices and procedures, including office record keeping, office correspondence control, the types and uses of office equipment and supplies, and business letter preparation.
• Skill in operating general office machines and equipment such as photocopiers, telephone systems, postage meters, calculators, paging devices, hand collators, perforators, electric staplers, shredders, or similar equipment.
• Ability to exercise sound judgement.
• Ability to lift a minimum of 35 pounds.

• Knowledge of the laws, rules, policies, and procedures governing assigned unit activities.
• Knowledge of the types and uses of agency forms.
• Knowledge of the proper telephone procedures for making and receiving agency calls.

• Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.

• A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.
• A diploma as evidence of…