Job Details

Primary Responsibilities:  Creates a positive first impression for the agency. Operates a telephone console handling incoming, outgoing, interoffice calls and routes calls or messages to appropriate individual.  Receives and announces all visitors.  Sort incoming mail, correspondence and faxes for distribution.   Process and dispatches outgoing mail.  Performs routine clerical work.

Essential Duties:

• Answer all incoming calls on the main number in a professional and courteous manner. 
• Provides information and assistance when required, determines the purpose of the calls and transfers the calls to the appropriate individual or records complete and accurate messages.
• Receives all visitors in a helpful and professional manner and directs them to their destination or announces their arrival to appropriate person.
• Promptly process all incoming mail, correspondence and faxes and distributes them in the proper mail tray or to the appropriate person – sort, open, and stamp.
• Process all outgoing mail - runs through postage machine or use postage tape to ensure proper postage on items.
• Accept items from vendors, mail carriers, and special delivery services.
• Ensure coverage at Reception area at all times.
• Maintains reception area.  Keeps area neat, clean and free of Personal belongings.

Other Duties:

• Miscellaneous typing:  mailing labels, typing Auto I.D. Cards, Certificates, etc.
• Accepts cash payments and issues receipts.  May require verification by Agent or Account Manager.
• Refill copy machine
• Monitor and restock mail supplies.
• Complies with company policies and procedures.
• Performs all other tasks as assigned.

Working Conditions:  Work is performed at a desk on a computer for extended hours in an office setting.  Heavy use of the telephone. 

Work Hours:  8:00 a.m. – 4:30 p.m., Monday – Friday

Equipment Use:  Telephone, Computer, Postage machine, Date Stamper, Copier, Fax machine, and other office equipment.

Mental and Physical Demands:  Able to lift and carry up to 25 lbs.  Requires persistent repetitive movements of the hands, wrists, fingers and requires sitting for several hours.  Must hear quiet conversation.  Requires basic reading, writing, math and problem solving skills. Must be able to work in a fast paced environment handling multiple tasks.  Requires working to established procedures and meeting deadlines.  Must have customer service skills relating to people in a professional and courteous manner in person and over the phone. Must have the ability to use the agency automation system.

Communication Demands:  Must understand and carry out oral and written instructions.  Requires good oral and written communication with internal and external customers.  Must be able to speak clearly and use proper English and proper telephone etiquette. 

Minimum Qualification Requirements:

Skills/Knowledge:  In addition to meeting the mental, physical and communication demands listed above, requires demonstrated customer service skills, and basic knowledge of computer programs.  Type 35 – 50 wpm.

Education/Experience:  High school diploma or equivalent.  Must have any combination of experience or education, which would provide the necessary knowledge, skills and abilities to meet the qualifications to perform the essential functions of this position.