TITLE Residence Hall Receptionist
CLASSIFICATION NUMBER 7025
IMMEDIATE SUPERVISOR Residence Hall Director
MAJOR ADMINISTRATOR Director of Residence Life and Services
The Residence Hall Receptionist establishes a welcoming atmosphere in the lobby of a residence hall by meeting and greeting students, visitors, and University employees. The Residence Hall Receptionist uses organizational familiarity and necessary discretion to answer questions and provide information to students, visitors, and University employees. The Residence Hall 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 for the Hall Director or other departmental employees. The Residence Hall Receptionist performs basic and varied clerical tasks which may include keyboarding and/or computer data entry, distributing incoming mail, maintaining accurate mail box designations, filing, and operating standard office machines and equipment.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least two years 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 one of the years of work experience.
Skills: Keyboarding skills are required. Familiarity with Microsoft Office programs, including Word, Excel, and Outlook is required. The ability to relate to high school and college-age students is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds 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: Residence Hall Assistant positions are primarily sedentary. Residence Hall Assistant positions require keyboarding, which may be extensive at times. Attention to detail is required; the ability to interact with a variety of individuals is required. Employees in this job classification (job title) are designated as essential employees and must report to work as scheduled when University offices are closed due to severe weather.
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 in response 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, making appointments as appropriate, and assisting with the opening and closing procedures of the residence hall each semester.
2. Distributes incoming correspondence to appropriate office personnel, students, and/or faculty by maintaining the accuracy of resident’s mailbox assignments and receiving, sorting, opening (as appropriate), and routing correspondence according to prescribed USPS and departmental procedures and guidelines.
3. Assists the Hall Director and other staff by responding appropriately and in a timely manner to system-wide or building-specific needs, emergencies, or other situations requiring immediate attention.
4. 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.
5. Provides clerical support for the residence hall by performing basic keyboarding, auditing student payroll reports weekly, issuing equipment and keys to residents, issuing packages addressed to students, and entering charges on students’ financial accounts utilizing the Residence Life WebDesk system.
6. Maintains accurate information and records relating to the functions of the residence hall, including accurate building rosters and floor charts, by performing basic records maintenance of files, performing basic keyboarding for data entry of information into an established database, maintaining records and information related to the card access system, and performing key audits at the direction of the Hall Director or other staff members.
7. Provides required or requested documents by utilizing the network or other technologies, 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.
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 a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Remains competent and current by attending professional development courses and activities and attending training and/or courses as required by the Hall Director.
12. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned by the immediate supervisor.
The Residence Hall Receptionist is supervised by the Residence Hall Director and may supervise others, including student workers and/or part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2016
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 3 - 360 Points: A combination of education and experience equivalent to a Level 3 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.