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Receptionist
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PURPOSE
OF POSITION
The receptionist serves as the Ports front-desk
associate and is the first point of contact with the Port for visitors and
customers. The receptionist is responsible
for several administrative support duties that keep the office running
efficiently and is a back-up for the Accounts Receivable and Accounts Payable
staff. Receptionists greet visitors, handle incoming and outgoing
correspondence, maintain files and records, perform data entry, keep the office
clean, safe, and organized, and keep office supply inventory fully stocked.
JOB
FUNCTIONS
1.
Customer
Service
|
Essential
(Y/N)
|
Duty
|
|
Y
|
Greet customers at the
front desk in a friendly, energetic, personable, professional, and polite
manner.
|
|
Y
|
Answers phone calls,
screens calls, transfers call to appropriate party, announcing the call to
recipient.
|
|
Y
|
Open and documentation
of postal mail, including recording of any checks received, receiving of
packages, and contact the correct parties.
|
|
Y
|
Verifies the office
lobby is open.
|
|
Y
|
Performs data entry,
as time allows, this includes any service tickets generated by Operations.
|
|
Y
|
Be courteous,
friendly, and helpful to guests, managers, and fellow employees at all times.
|
|
N
|
Keeps office inventory
fully stocked and copier filled with paper.
|
|
N
|
Administrative Support
for Accounting staff this includes, but is not limited to:
|
|
|
·
Filing
Moorage license agreements (electronically or paper form)
·
Filing
Accounts Payable paperwork
Filing Staff
Accountant’s paperwork
|
|
|
|
2.
Accounts
Receivable/Payable Backup
|
Essential (Y/N)
|
Duty
|
|
Y
|
This position acts as a backup for Accounts
Receivable and Accounts Payable activities.
·
As
time allows the person in this position will perform some of the functions of
each position in order for them to understand the basic functions of each of the
positions.
|
3.
Performs
Other Duties and Special Projects as Required/Assigned
REQUIRED QUALIFICATIONS
This
position requires training and/or knowledge base equal to a high school
education or equivalent.
Must
be at least 18 years old.
This
position requires previous work experience of between 6 - 18 months in customer
service or any equivalent combination of education and experience which
demonstrates the knowledge, skills and abilities to perform the essential
functions herein described.
Must
have basic to intermediate computer skills and know Microsoft Office suite of
products.
Must
be in a physical condition compatible with job requirements, with or without
reasonable accommodation.
PREFERRED
QUALIFICATIONS
Applicants
for this position possessing one or more of the following knowledge, skills and
abilities with receive preferred consideration through the selection process.
Outgoing and friendly with a gregarious personality and a
natural talent for customer service.
Previous experience in the hospitality industry.
Experience with Accounts Receivable or Accounts Payable.
WORK
ENVIRONMENT
Primarily indoor with occasional outdoor tasks.
Physical demands are limited to the operation of office
equipment and lifting office supplies such as file boxes.
Must be able to work effectively despite constant
interruption.
Working Relationships
Communicates in writing and verbally with all Port staff.
External contacts:
Area merchants, general public, moorage and park patrons, Commercial
Fisherman, Periodically Law enforcement.