CLASSIFICATION NUMBER 3040
IMMEDIATE SUPERVISOR Departmental
MAJOR ADMINISTRATOR Administrator varies
The Receptionist receives and greets office or departmental visitors, University employees, and students, and directs them to the appropriate offices or persons utilizing organizational familiarity and necessary discretion. The Receptionist answers the telephone, takes messages or routes calls according to office procedures, and may be required to make appointments and/or maintain an appointment calendar. The Receptionist performs basic and varied clerical tasks which may include keyboarding and/or computer data entry, filing, and operating standard office machines and equipment. The Receptionist may be required to exercise supervision of others, to include student workers and/or part-time employees.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least one year of general office experience is required. However, specialized training or education beyond high school which includes knowledge of general office procedures and the skills required for the position may be substituted for the year of work experience.
Skills: A keyboarding rate of 40 words per minute is required. Written and verbal communication skills, the ability to operate electronic, photocopier or other standard office machines, perform routine alpha-numeric filing tasks, and perform basic recordkeeping and tabulation tasks are preferred.
Effort: Receptionist positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Receptionist positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or crouch to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers. Receptionists positions require keyboarding, which may be extensive at times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs receptionist duties by greeting University employees, students, and visitors, directing them to the appropriate offices or persons, providing factual information or materials to routine inquiries (within the capability to do so and within prescribed policies), answering the telephone, taking messages or routing calls according to office procedures utilizing organizational familiarity and necessary discretion, and making appointments as appropriate.
2. Distributes incoming correspondence to appropriate office personnel, students, and/or faculty by receiving, sorting, opening (as appropriate), and routing correspondence according to prescribed office procedures and guidelines.
3. Prepares outgoing correspondence for mailing by addressing envelopes, affixing the correct postage or indicating the budget number on the envelopes, verifying the completeness of the correspondence prior to sealing, and placing the mail in the designated pick-up location or delivering the mail to the campus mailroom.
4. Prepares and/or completes standard forms and cards by performing basic keyboarding.
5. Maintains accurate information and records relating to the functions of the office either by performing basic records maintenance of alphabetical, chronological, and/or numerical files or by performing basic keyboarding for data entry of information into an established database.
6. Provides required or requested documents by operating photocopier equipment and/or standard office machines, collating and assembling printed or copied materials such as reports, bulletins, articles and manuscripts, and delivering finished materials as directed.
7. Manages funds associated with the operation of the office or department by receiving such funds as are appropriate, documenting their receipt, properly accounting for and safeguarding the funds while kept, and delivering the funds to the designated office for final disposition.
8. Exercises discretion in the performance of assigned duties by being knowledgeable of University and/or departmental policies regarding confidential materials and information and complying with such policies when handling confidential items or providing information to University employees, students, or the public.
9. Provides office personnel with necessary supplies and maintains sufficient on-hand items for future use by assisting with ordering, receiving, sorting, storing and distributing basic office supplies and equipment.
10. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned by the immediate supervisor.
The Receptionist receives supervision from the immediate supervisor and may be required to exercise supervision of others, to include student workers and/or part-time employees.
OFFICE OF HUMAN RESOURCES
REVISION DATE 10/93
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 2 - 260 Points: A combination of education and experience equivalent to a Level 2 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 1 - 100 Points: Few specific technical or specialized skills are required. Basic skills in oral communication, written communication, and mathematics, and an ability to operate a computer may be required. Work requires common abilities including ordinary interpersonal communication skills, general office skills, the ability to follow instructions, and the ability to exercise discretion in handling departmental or University policies.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 2 - 130 Points: The work generally involves sequential steps and methods explained by the supervisor and/or described by specific guidelines such as standard operating procedures, handbooks, and/or reference manuals exist. Tasks are relatively clear-cut and involve related steps, processes, and methods. The employee may be required to recognize differences in a variety of situations, but those differences are normally clear and require the selection of standard processes to resolve. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. Situations to which the existing guidelines cannot be applied or proposed deviations from the guidelines are referred to a supervisor.
Factor 5: Contacts
Level 2 - 45 Points: Contacts may be with coworkers or structured exchanges with students or the general public, and are generally for the purpose of obtaining or clarifying facts, providing factual information to others, or exchanging information.
Factor 6: Work Impact
Level 1 - 100 Points: Work activities normally address conventional problems or situations with established methods to supply other employees, students, or the general public with information, services, or products. Work directly affects the quality of services provided to other employees, students, or the public, but on a person-by-person basis. The services, information, or products provided have relatively minor effects on the welfare of the individual recipients of the work outcomes.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.