Career summary

Details for Receptionists and Information Clerks


Description

Answer inquiries and obtain information for general public, customers, visitors, and other interested parties. Provide information regarding activities conducted at establishment; location of departments, offices, and employees within organization.

Tasks

  • 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.
  • Receive payment and record receipts for services.
  • Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
  • Transmit information or documents to customers, using computer, mail, or facsimile machine.
  • Analyze data to determine answers to questions from customers or members of the public.
  • Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
  • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
  • Calculate and quote rates for tours, stocks, insurance policies, or other products or services.
  • Process and prepare memos, correspondence, travel vouchers, or other documents.
  • Keep a current record of staff members' whereabouts and availability.
  • Take orders for merchandise or materials and send them to the proper departments to be filled.
  • Perform duties, such as taking care of plants or straightening magazines to maintain lobby or reception area.
  • Schedule space or equipment for special programs and prepare lists of participants.
  • Enroll individuals to participate in programs and notify them of their acceptance.
  • Conduct tours or deliver talks describing features of public facilities, such as a historic site or national park.

Interests

  • Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
  • Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Education, training, experience

  • Education - These occupations usually require a high school diploma.
  • Training - 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.
  • Experience - Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.

Knowledge

  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • 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.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Skills

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