JOB TITLE: Receptionist

EMPLOYER: McKean Smith

REPORTS TO: Business Operations Manager

SUMMARY: Serves as initial contact for all callers and visitors to the organization while providing clerical and administrative support to co-workers.

DUTIES AND RESPONSIBILITIES:

• Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee, voice mail
• Clears messages each morning and delivers to appropriate employees
• Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations
• Responds to visitors, clients, and employees in a courteous and professional manner
• Opens new Matters in the system, creates new physical and electronic client files
• Opens, scans and routes incoming mail
• Prepares and forwards outgoing mail and packages
• Composes and types routine correspondence as required
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required
• Organizes and maintains file system; files correspondence and other records
• Orders and maintains supplies, arranges for equipment maintenance, and keeps reception and kitchen area organized and clean
• Prepares and maintains meeting and conference room reservation and catering schedules; circulates schedule to appropriate staff
• Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
• Performs other related duties as assigned by management

QUALIFICATIONS:

• Associates degree (A.A.), two to four years related experience, or equivalent combination of education and experience
• Excellent verbal and written communication skills.
• Proficient on Microsoft Office
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Commitment to excellence and high standards
• Strong organizational skills; able to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Professional appearance and demeanor

COMPETENCIES:

• Communication-Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Writes clearly and informatively; Edits work for spelling and grammar.
• Dependability-Follows instructions, responds to management direction; Follows policies and procedures; Takes responsibility for own actions.
• Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Accepts responsibility for own actions; Follows through on commitments; Focuses on solving conflict, not blaming; Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to stand, walk and sit
• Continually required to utilize hand and finger dexterity
• Continually required to talk or hear
• Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items up to 35 pounds
• Specialized equipment or machines used include telephone, fax, computer, copier, scanner and related office equipment

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.