Receptionist II



Role and Responsibilities

  • Under direct supervision, the Receptionist will be responsible for attending to visitors and dealing with inquiries on the phone and face-to-face.
  • Supply information regarding the organization to the public, clients and customers.
  • Including but not limited to:
  • Answer telephone (by the second ring), screen and direct calls. If multiple calls are coming in you will need to put calls on hold to answer each call in a timely manner.
  • Take and relay messages. When taking messages, please use the while you were out message pads, and hand deliver the message to the correct person. If you transfer a call to a voicemail, follow up with the correct person to make certain that they have gotten the message.
  • Provide correct information to callers. If you are unsure of the answer, seek out assistance from other office personnel.
  • Greet persons entering organization; insure that all visitors entering the building complete the sign in/out form. 
  • Direct persons to correct destination.
  • Tidy and maintain the reception area, which includes watering plants.
  • Create HR packets for Insurance and New Hires.
  • Scan and update Production Charts, Inspection Records, Heat Treat Scans, First Piece / Gauge Request Log, ECN Scans, creation of green file folders, Production Chart calculation, and other duties as assigned.
  • Provide administrative assistance as needed.

Task Competencies:

  • Equipment Used – Personal computer and related equipment (databases, spread sheets, word processing, monitor, keyboard, etc.); telephone; shredding machine; printer; copier; fax; files; storage cabinets; calculator.
  • Software used – Microsoft Office Word/Excel and Outlook, Internet Explorer
  • Environmental Conditions – Office setting; overhead and indirect lighting; fluctuating internal climate control; some exposure to weather fluctuations when running errands.
  • Physical Requirements – Sitting for extended periods; prolonged exposure to computer monitors; must prioritize well and focus on completion of assigned tasks; maintains a positive and objective “customer service” approach and attitude even when confronted with difficult situations.

Core Competencies:

  • Accountability – Takes personal responsibility for all work activities and personal actions and acknowledges mistakes and failures without blaming others.
  • Client/Customer Service Orientation -Takes personal responsibility for dealing with and/or correcting customer service issues and concerns.
  • Dependability/Efficiency – Strives to complete activities/projects in a timely manner on or before scheduled deadlines with minimal errors.
  • Interpersonal Skills – Demonstrates an ability to work effectively with others employing self-regulation to manage interactions with other students and staff.
  • Respect and Valuing Diversity – Demonstrates the ability to recognize, understand, accept and appreciate the value of workplace diversity; respects the practices, values, and points of view of other individuals and groups.
  • Ethics – Demonstrates the ability to adhere to an appropriate and effective set of core values and beliefs and to act in line with those values.
  • Quality Assurance/Attention to Detail – Accomplishes tasks through concern for all aspects of the job, no matter how small. Accurately checks processes and tasks and follows up.

Daily routine requirements:

  • Arrive for scheduled work hours promptly. If you leave your desk during the day, you must notify the Administrative Assistant and/or Office Coordinator so that proper coverage can be assigned.
  • Dress code minimum – business casual; no cutoff skirts, pants or tops, ragged jeans, t-shirts or tank tops.
  • Maintain work area and equipment in a clean and orderly condition.


  • Must have a High School Diploma or GED
  • Three to five years’ work experience in an Administrative position or a combination of education, training and experience which provides the desired knowledge, skills and abilities necessary to perform the job.
  • Knowledge of business principles.

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