Job Description: ReceptionistPage 1

Position Title:Receptionist

Classification Level:Level 3

Hours of Work:As per employment contract

Immediate Supervisor:As per employment contract

Location:As per employment contract

SCHEDULE DETAILS:

The position operates on Office Hours. Full time hours are typically 8.0 hours per day and part time hours are 7.2 hours per day.

POSITION SUMMARY:

The main function of this position is to perform the receptionist duties associated with a College program centre. This includes: responding to public inquiries, receiving and displaying post-secondary information, registering students, processing forms, word processing, filing, operating office equipment, taking and maintaining inventory lists, making bank deposits as required, sorting and handling in-coming and out-going mail, and providing excellent receptionist services to all customers and clients of the College.

JOB DUTIES AND RESPONSIBILITIES:

  1. Provide reception services by responding to general inquiries by telephone and in-person customers and clients, taking messages, relaying information to the appropriate people, and by providing other overall receptionist duties.
  2. Provide registration services for clients both via telephone, and in-person registrations, and process required forms and tuition payments as related to registration.
  3. Communicate effectively and cooperatively with other staff, students, other agencies, and the public. Maintain and respect client confidentiality in all communications, both at work and outside of the office.
  4. Collect fees and payment for items such as tuition, books, and novelty items; issue receipts, and make deposits. This includes daily reconciliation of deposits.
  5. Perform basic bookkeeping duties such as entering data, performing calculations accurately, and effectively managing petty cash, cheques, and charge card transactions, recording monies, and banking when required.
  6. Refer course requests and inquiries to the appropriate personnel, using the established procedures.
  7. Maintain informational material, including marketing and information material for all college programs and services.
  8. Maintain office supplies inventory, and check supplies as required.
  9. Maintain efficient filing systems, instructor registry, course outlines, committee membership lists, etc. as required.
  10. Perform set up for daytime classes and events as required.
  11. Perform routine formatting and word processing duties for administrative personnel, instructors, and others as required.
  12. Perform various computer applications as required.
  13. Operate office equipment: photocopiers, postage machines, fax machines, etc.
  14. Receive mail and express articles, and distribute to the appropriate staff; responsible for all in-coming and out-going mail and express articles.
  15. Assist in collating course information.
  16. Assist in the operation and maintenance of classrooms and learning areas including the setting up of A/V equipment and arrangement of classroom furniture as required.
  17. Occasional light lifting of books, supplies, and equipment.
  18. Other duties as assigned.

QUALIFICATIONS:

1.Education & Experience

  • The minimum educational qualification for this position is a one year Office Education certificate from a recognized post-secondary institution; must include demonstrated computer training, specifically including MS Office.
  • The minimum amount of practical, related experience required to perform the duties of this position is one year of related and relevant experience in an office setting.
  • Demonstrated experience working in a cross-cultural environment.

2.Knowledge, Skills & Abilities

  • Demonstrated communication skills and effective public relations skills;
  • A minimum typing speed of 50 wpm is required;
  • Demonstrated proficiency in the use of grammar, spelling, and punctuation in the English language;
  • Demonstrated proficiency in the use of computer applications, including use of email, internet, word processors, spreadsheets, and other software such as customized databases and student information systems.
  • Effective public relations skills; courteous and helpful reception and inquiry skills when dealing with customers, clients etc.
  • Ability to work effectively and cooperatively with College staff, other agencies, and the general public. Maintains client confidentiality at all times.
  • Demonstrated secretarial skills including basic bookkeeping, typing, general office procedures, and general knowledge of the use of various types of office equipment.
  • Ability to transcribe accurately, relay messages, and correspondence, etc., with a high level of accuracy.
  • Ability to multi-task.
  • Demonstrated personal responsibility for the performance necessary to achieve individual and / or team goals and objectives.
  • Ability to adapt to changing circumstances.

I hereby acknowledge that I have received, read and understand this document:

______

Incumbent Name Signature Date

DOCUMENT REVISION HISTORY:

Revision / Author / Change Made: / Date:
New / Dara McMunn / April, 2008
Update / Rhoda Seidler/
Alison Dubreuil / Benchmark format. / January 19, 2011
Update / Mandi McDonell / Added entrepreneurship competency / February, 2014