Receptionist for the Office of the President

Plan, initiate, and carry to completion a variety of receptionist duties.

Greet, screen, announce and route phone calls, visitors and others needing assistance. Record complete and accurate telephone messages.

Interact appropriately and effectively with guests and visitors, providing information, directions, and other assistance in a friendly and helpful manner.

Responsible for the upkeep and appearance of the President’s Office reception areas, President’s office meeting areas, Al Snipes Board Room, and kitchenette.

Replenish and track supplies for the Office of the President.

Receive, prioritize, track, and distribute incoming mail, compose replies to routine correspondence, and receive, prioritize, track, and distribute outgoing mail.

Prepare and scan documents for electronic imaging and file accurately in the electronic filing system.

Maintain the “wall of pictures” and award bulletins in the President’s hallway, ordering photography, framing, and awards/engraving services as needed.

Assist the Office of the President and the Office of the Chief of Staff with requisitions, work orders, food service agreements, and other operational forms.

Retrieve and deliver documents of a confidential nature, both on and off campus.

Assist the Office of the President and the Office of the Chief of Staff with events and projects.

Maintain positive relationships with all departments to ensure effective and efficient operation.

Work in a confidential manner; treating all information as confidential.

Work in a professional manner.

Advise the Chief of Staff and Executive Assistant to the President of significant matters.

Other duties as assigned.

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation and shelter in place drills and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

Two years experience as a receptionist or secretary in an office setting requiring customer service, confidentiality, and professionalism.

High school diploma or equivalent

Punctual

Friendly, helpful, and professional demeanor, with developed people skills

Outstanding customer service skills and telephone etiquette

Positive verbal and written communication skills, including active listening skills

Ability to meet and interact with people in a positive manner and deescalate tense situations

Ability to maintain confidentiality

Fundamental knowledge of computer usage, including Microsoft Office products and internet search engines

Valid driver’s license

GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to move objects.

VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the College’s various locations to perform the essential functions of the position.

This position requires the person to frequently communicate with and listen to internal and external constituents to perform the essential functions of the position. Must be able to exchange accurate information in various situations.

This position requires the person to operate a computer; other office machinery and mobile devices to prepare reports and documents.

This position requires the person to occasionally use upper and lower body to exert force up to 20 pounds to push, pull and/or lift materials or equipment.

WORKING CONDITIONS:
This position performs the essential functions in an indoor, office setting.

Advanced knowledge of and experience with OCCC departments and programs

Some college courses