This position provides general office support with a variety of clerical activities and related tasks. The Office Assistant-Receptionist will operate the switchboard and be responsible for answering all incoming calls, directing calls to the appropriate party, and greeting and providing general information to all visitors. Primary duties will be delegated to receptionist work. Incumbents acquire department specific knowledge and expertise through experience, and develop the ability to perform more complex tasks as a result of such. Performs related work as required.
The Receptionist is expected to have the switchboard open and operating promptly at 8:00 a.m. and throughout the day until 5:00 p.m. Promptly answer each incoming call.
Answers all incoming calls through the switchboard in a courteous, respectful and professional manner; directing calls to the appropriate party and providing extension numbers for future use.
Provides callers with pertinent information, i.e. District’s address, directions to the District locations, fax numbers, website, and other related information.
Greet guests in a professional, friendly, hospitable manner and ascertains the purpose of the visit, referring them to the appropriate department.
Updates and maintain all reception logs including visitor sign in sheets and delivery receiving log.
Receives all incoming deliveries, logs each delivery and notifies the appropriate department or individual.
Monitors the reception security cameras and intercom system. Maintains lobby area to ensure neatness and order.
Processes incoming mail; date stamps envelopes and routes to appropriate departments.
Closes lobby area locking doors, placing switchboard on night/weekend mode, and turning off lights.
Performs keyboard tasks in updating, maintaining, and assembling various department records, charts, reports, claims, and files as applicable to assigned department.
Operates a variety of common modern office equipment in performing essential functions (e.g., telephone systems, copy machines, computer terminals, printers, facsimile machines).
Acts as liaison between the department, other departments, and outside agencies, gathering and relaying information as needed.
Appropriately responds to Emergency situations, according to processes outlined.
Escalates upset callers and/or guests to appropriate contact personnel.
Provides general clerical assistance to Print and Mailroom department as needed.
Emergency duty may be required of the incumbent that includes working in Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.
This job description reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. The omission of specific statements of duties does not exclude them from the position. Management of the Health Care District of Palm Beach County reserves the right to assign duties not listed herein as necessary to accomplish the goals of the organization.
High school diploma or GED required.
One (1) to two (2) years previous experience as a receptionist, preferably at a medium to large scale organization. Bilingual speaking required.