JOB SUMMARY: Greet, direct, and assist visitors Â by utilizing the switchboard system and by receiving walk-in visitors in the main lobby.Â Manage access to Agency offices and Agency personnel by utilizing the guest sign-in book and by verifying visitorsâ business with the Agency.Â Greet all visitors in a professional and friendly manner.Â Transfer calls as needed.Â Assist with the transfer of documents into and out of the Agency.Â Â Â Â Â Â REPORTING RELATIONSHIP: Â Reports to the Director of Consumer Finance Services/Central Records Department
SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES: Â 70%- Answer the switchboard in a professional, friendly, and efficient manner. Manage general and specific caller inquiries by transferring calls to the appropriate department/personnel. Receive and greet visitors, monitor proper use of the Visitorâs Book, and announce visitors to staff. 20%-Prepare record documentation for processing by sorting documents by identification number. Use computer system to verify identification numbers and other information as needed. 5%- Control access to the Agency offices by unlocking the lobby doors at the beginning of the day and locking them at the end of the day. Maintain certified mail receipt log, and notify staff of receipt of certified mail. 5% -Â Other duties as assigned.Â Â EDUCATION: High school education or equivalent.
SPECIAL KNOWLEDGE: Demonstrated skill in typing, basic composition, numerical and alphabetical sorting, and spelling. Demonstrated knowledge of switchboard operation. Ability to use proper procedures for emergency situations or unscheduled visitors. Ability to effectively use the paging system. Ability to work independently and to prioritize responsibilities to meet work, timeliness, and volume expectations. Ability to communicate effectively with others on the telephone, face-to-face, and in writing. Ability to work cooperatively with others to meet shared objectives.Â Â Must maintain strict confidentiality of information regarding Â Enrollees and other information. Good computer skills and/or a willingness and ability to learn. Ability to represent the Agency in a positive manner; and maintain favorable relations with internal and external contacts. Must maintain high level of punctuality and attendance.
TRAINING: On the job training will be provided; equivalent combination of education and experience which could provide the required knowledge, skill set, and abilities listed.
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