Receptionists and Information Clerks


Also called : Clerk Specialist, Front Desk Receptionist, Greeter, Member Service Representative, Office Assistant, Receptionist, Scheduler

What they do


Answer inquiries and provide information to the general public, customers, visitors, and other interested parties regarding activities conducted at establishment and location of departments, offices, and employees within the organization.

On the job, one would


  • Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

  • Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.

  • Schedule appointments and maintain and update appointment calendars.

  • Hear and resolve complaints from customers or the public.

  • File and maintain records.

KNOWLEDGE


  • Administrative
    Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

  • Customer and Personal Service
    Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

  • English Language
    Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

  • Computers and Electronics
    Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

SKILLS


  • Active Listening
    Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

  • Speaking
    Talking to others to convey information effectively.

  • Service Orientation
    Actively looking for ways to help people.

  • Critical Thinking
    Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

  • Reading Comprehension
    Understanding written sentences and paragraphs in work-related documents.

ABILITIES


  • Oral Comprehension
    The ability to listen to and understand information and ideas presented through spoken words and sentences.

  • Oral Expression
    The ability to communicate information and ideas in speaking so others will understand.

  • Speech Recognition
    The ability to identify and understand the speech of another person.

  • Speech Clarity
    The ability to speak clearly so others can understand you.

  • Written Comprehension
    The ability to read and understand information and ideas presented in writing.

PERSONALITY

People interested in this work, will do well at jobs that need;

  • Cooperation
    Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

  • Attention to Detail
    Job requires being careful about detail and thorough in completing work tasks.

  • Dependability
    Job requires being reliable, responsible, and dependable, and fulfilling obligations.

  • Integrity
    Job requires being honest and ethical.

  • Concern for Others
    Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

  • Self-Control
    Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

  • Stress Tolerance
    Job requires accepting criticism and dealing calmly and effectively with high-stress situations.

  • Adaptability/Flexibility
    Job requires being open to change (positive or negative) and to considerable variety in the workplace.

  • Independence
    Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

  • Social Orientation
    Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

TECHNOLOGY

  • Accounting software

  • Calendar and scheduling software

  • Cloud-based data access and sharing software

  • Customer relationship management CRM software

  • Data base user interface and query software

  • Desktop publishing software

  • Document management software

  • Electronic mail software

  • Internet browser software

  • Medical software

  • Mobile messaging service software

EDUCATION AND TRAINING

  • Preparation

    Some Preparation Needed

  • Education

    High school diploma.

  • Experience

    Some previous work-related skill, knowledge, or experience is usually needed.

  • Jobtraining

    Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.

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