General Purpose of the Position

To handle all front office/receptionist duties and provide secretarial and administrative support to Administrative Assistants.

Principal Responsibilities

  1. Receive incoming calls, provide general information to callers and/or route call to appropriate destination, if necessary. 
  2. Greet visitors, ascertain nature of business, and inform appropriate department or staff.
  3. Receive and distribute incoming mail, packages and documents.
  4. Coordinate the shipments by messenger and billing documents, as necessary.
  5. Maintain appearance of reception area and Innovation Room. Take appropriate action when necessary.
  6. Assemble and maintain company’s brochures inventory, available at the reception.
  7. Perform general clerical duties to include but not limited to: photocopying, scanning, faxing, mailing, and filing, if necessary.
  8. Keep data entry regarding out of pocket expenses up to date in billing system.
  9. Other duties as assigned.

Education, Training and/or Experience Required

This position requires at least an Associate Degree and one year of experience performing duties comparable to a telephone switchboard operator and/or general office clerk. 

Language, Skills and Knowledge

The employee must have excellent oral and written communication skills in English and Spanish and excellent interpersonal skills. This person operates as a key front-line representative of the company, initiating contact and interacting with customers, company personnel, and third party.  Must project a mature and well balanced personality coupled with the ability to handle multiple priorities (multi-tasking).  Impeccable manners, punctuality, reliability, confidentiality, attention to detail and empathy are critical success factors.

Reasoning Abilities

The employee must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, and to deal with problems involving several concrete variables in standardized situations. Must have good judgment and effective problem solving skills.

Equipment Used

Multi-line telephone console, computer and peripherals, calculator, photocopier, facsimile, shredder, binding machine.

Physical Demands

The position requires normal physical effort when standing, walking, and/or using office equipment. 

Work Environment

This position usually performs in an office environment under normal conditions. 

DisclaimerThe above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

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