ADMIN ASST/RECEPTIONIST

Location: Roseville, CA. In-Office Position

Job Title: Front Desk Administrative Receptionist

Department: Executive Team

Reports to: Executive Assistant

FLSA Status: Non-Exempt

Prepared By: Human Resources

Prepared Date: April 15, 2024

Management

Approval: VP of Human Resources

Summary: The Front Desk Receptionist is responsible for performing clerical tasks within an office setting to support daily operations. Their duties include, but are limited to, answering and transferring phone calls to employees, sorting and delivering mail to employees and greeting visitors when they arrive for meetings with management or sales staff.

• Provide exceptional customer service by answering and directing incoming phone calls and office visitors
• Backup and lunch coverage for BVM Receptionist and phone lines
• Process/log and distribute FedEx and other shipping packages – Multiple couriers including the yellow and green bag (interoffice and branch to branch mail)
• Log outgoing packages and documents
• Sorting mail daily, including yellow bag – maintaining employee mailboxes in supply room
• Ordering Fedex/Shipping supplies (Roseville)
• Conference Room calendar
• Mailroom organization and upkeep
• Employee roster maintenance and distribution
• Holiday decorating
• Manage Front Desk outlook inbox and respond accordingly
• Other tasks or projects as assigned

Supervisory

Responsibilities: None

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving –Analytical, evaluative, and problem-solving. Identifies and resolve problems promptly; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Detail Oriented – Keen attention to detail

Interpersonal Skills –Ability to set and manage priorities judiciously Maintains confidentiality; keeps emotions under control.

Oral Communication – Ability to present ideas in business-friendly and user-friendly language. Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.

Written Communication – Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.

Teamwork – Ability to work in a team-oriented, collaborative environment. Contributes to building a positive team spirit.

Attendance/Punctuality – Is consistently at work and on time, ensures work responsibilities are covered when absent.

Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; complete tasks on time or notifies appropriate person with an alternate plan.

Initiative – Exceptionally self-motivated and directed. Volunteers readily; undertakes self-development activities; seeks increased responsibilities.

Innovation – Displays original thinking and creativity; generates suggestions for improving work.

• Minimum Hight School Diploma or equivalent
• At least one year of receptionist and/or front desk administrative experience
• At least one year of administrative customer service experience

Skills:

Language Skills: Ability to read and interpret documents and writes routine correspondence. Ability to speak effectively with customers/vendors or other employees.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situation.

Computer Skills: Sound working knowledge of computer and office software operations and systems.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to walk and stoop.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level and temperature in the work environment is usually moderate.