Receptionist

Government of the United States Virgin Islands Department of Education

POSITION: RECEPTIONIST

DESCRIPTION

An employee in this class operates an agency’s switchboard in processing telephone calls.  The employee also acts as a receptionist, receiving visitors and clients, and performs routine clerical tasks, including sorting and distributing mail, scanning documents and typing. The employee is responsible for establishing good relations with callers, for behaving in a professional manner and for cultivating standards of conduct that reflect to the credit of the agency.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

  • Answers  all  incoming  telephone  calls,  supplying  general  information  and  making  proper connections to persons requested;
  • Makes outgoing calls and all interoffice calls;
  • Receives and delivers messages by telephone between departmental personnel and outside persons;
  • Receives, announces, and directs callers and gives routine non-technical information;
  • Sorts and distributes mail;
  • Scanning incoming documents;
  • Types and formats labels;
  • Performs other duties, functions, special projects, and responsibilities as required or assigned.

FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED

  • Knowledge of the Department’s policies, rules and regulations;
  • Knowledge of the general organization of the school or activity center to which assigned;
  • Knowledge of standard office practices and procedures;
  • Knowledge of correct English usage, including spelling, grammar and punctuation;
  • Ability to handle a high volume of telephone calls with courtesy, speed and accuracy;
  • Ability to answer calls and questions with a well-modulated and pleasant voice;
  • Ability to understand, follow and carry out written and oral instructions;
  • Ability to establish and maintain effective working relationships with co-workers and persons contacted during the course of work;
  • Ability to read and write;
  • Ability to operate a computer and other standard office equipment;
  • Ability to type accurately;
  • Ability to maintain effective working relationships those encountered in the course of work;
  • Ability to communicate with the public in a courteous and professional manner by telephone and in person;
  • Ability to work independently with general supervision;

FACTOR II: SUPERVISOY CONTROLS

  • The receptionist is directly supervised by a higher level officer who outlines scope of duties.

FACTOR III: GUIDELINES

  • The receptionist is guided by the Department’s policies, rules and regulations and must maintain a professional attitude in the performance of all duties.
  • The receptionist adheres to the Health Insurance Portability and Accountability Act (HIPAA) and keeps in confidence all written correspondences and business conversations.

FACTOR IV: COMPLEXITY

  • The receptionist is regularly required to work on multiple concurrent tasks with constant interruptions, and interact with other staff members, the general public and others encountered in the course of work, some of whom may be dissatisfied individuals.

FACTOR V: SCOPE AND EFFECT

  • Assists management by attending to a wide variety of clerical duties, which are necessary to ensure an uninterrupted workflow.

FACTOR VI: PERSONAL CONTACTS

  • Contacts are with co-workers, employees from other government agencies, and the general public.

FACTOR VII: PURPOSE OF CONTACTS

  • The employee in this position will answer questions, offer or obtain general information, provide assistance on routine matters, and connect callers/visitors with appropriate personnel.

FACTOR VIII: PHYSICAL DEMANDS

While performing the duties of this class, an employee is regularly required to:

  • Sit for long periods with intermittent standing, walking, stooping or bending;
  • Talk and hear both in person and by telephone;
  • Use hands to operate, finger, handle or feel office equipment;
  • Reach with hands and arms;
  • See to read review information on a PC monitor and hard copy output;
  • Lift up to twenty five pounds.

FACTOR IX: WORK ENVIRONMENT

  • Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
  • Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment;
  • Exposure to deviations from pleasant environmental conditions is only occasional;
  • The possible of injury is remote.

MINIMUM QUALIFICATIONS

  • Completion of the twelfth school grade and at least two years of clerical experience.

“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”

Complainant may write to:

Director

Director

 

Division of Human Resources

Division of Human Resources

 

2133 Hospital Street

44-46 Kongens Gade

 

Christiansted, VI 00820

St. Thomas, Virgin Islands 00802