Receptionist or Information Clerk
Other Titles
Clerk Specialist, Community Liaison, Front Desk Receptionist
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.
Receptionists and information clerks may also be tasked with proofreading documents provided by a senior employee. It may also be a part of their job to keep track of various important documents and records such as invoices and balance sheets. Receptionists and information clerks are also typically assigned with handling appointments at an office. It is their job to receive appointment requests and then to schedule appointments in an organised way.
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.
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.
Writing→ Communicating effectively in writing as appropriate for the needs of the audience.
Coordination→ Adjusting actions in relation to others' actions.
Social Perceptiveness→ Being aware of others' reactions and understanding why they react as they do.
Active Learning→ Understanding the implications of new information for both current and future problem-solving and decision-making.
Interacting With Computers→ Using computers and computer systems (including hardware and software to program, write software, set up functions, enter data, or process information.
Performing Administrative Activities→ Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Performing for or Working Directly with the Public→ Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
Getting Information→ Observing, receiving, and otherwise obtaining information from all relevant sources.
Communicating with Supervisors, Peers, or Subordinates→ Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships→ Developing constructive and cooperative working relationships with others, and maintaining them over time.
Documenting/Recording Information→ Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Processing Information→ Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Communicating with Persons Outside Organization→ Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Assisting and Caring for Others→ Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
Updating and Using Relevant Knowledge→ Keeping up-to-date technically and applying new knowledge to your job.
Identifying Objects, Actions, and Events→ Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Organizing, Planning, and Prioritizing Work→ Developing specific goals and plans to prioritize, organize, and accomplish your work.
Monitor Processes, Materials, or Surroundings→ Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Evaluating Information to Determine Compliance with Standards→ Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Making Decisions and Solving Problems→ Analyzing information and evaluating results to choose the best solution and solve problems.
Interpreting the Meaning of Information for Others→ Translating or explaining what information means and how it can be used.
Judging the Qualities of Things, Services, or People→ Assessing the value, importance, or quality of things or people.
Schedule appointments.
Answer telephones to direct calls or provide information.
Greet customers, patrons, or visitors.
File documents or records.
Respond to customer problems or complaints.
Send information, materials or documentation.
Collect deposits, payments or fees.
Operate computers or computerized equipment.
Proofread documents, records, or other files to ensure accuracy.
Calculate costs of goods or services.
Analyze operational or research data.
Distribute incoming mail.
Sort mail.
Prepare business correspondence.
Discuss goods or services information with customers or patrons.
Record personnel information.
Order materials, supplies, or equipment.
Clean facilities or equipment.
Schedule operational activities.
Provide notifications to customers or patrons.
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.
Written Expression→ The ability to communicate information and ideas in writing so others will understand.
Near Vision→ The ability to see details at close range (within a few feet of the observer).
Selective Attention→ The ability to concentrate on a task over a period of time without being distracted.
Deductive Reasoning→ The ability to apply general rules to specific problems to produce answers that make sense.
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.
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.
Language→ Knowledge of the structure and content of a language - English, French, Swahili et cetera - 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.
Accounting software -- Billing software; Bookkeeping software; Intuit QuickBooks
Calendar and scheduling software -- Appointment scheduling software; Electronic calendar management software
Customer relationship management CRM software -- e.g., Sage; Xero; Salesforce software; Oracle Eloqua; Blackbaud The Raiser's Edge; Microsoft Dynamics
Database user interface and query software -- Automated information system software; Claim processing system software; Data entry software; Database software; FileMaker Pro; IBM Check Processing Control System CPSC
Desktop publishing software -- e.g., Adobe Systems Adobe InDesign; Adobe Systems Adobe FrameMaker; QuarkXPress; Microsoft Publisher; Scribus
Document management software -- Filing system software
Electronic mail software -- e.g., IBM Notes; Microsoft Outlook
Internet browser software -- e.g., Apple Safari; Windows Explorer; Google Chrome; Mozilla Firefox
Medical software -- Electronic health record EHR software; Medical condition coding software; Medical procedure coding software
Network conferencing software -- e.g., Microsoft Office SharePoint Server MOSS
Office suite software -- e.g., Corel WordPerfect; Google Workspace; Microsoft Office
Operating system software -- e.g., Apple macOS; Bash; Hewlett Packard HP-UX; Job control language JCL; KornShell; Linux; Microsoft Windows; Oracle Solaris; Red Hat Enterprise Linux; Shell script; Ubuntu; UNIX
Presentation software -- e.g., Google Slides; Corel Presentations; Microsoft PowerPoint
Spreadsheet software -- e.g., Corel Quattro Pro; Microsoft Excel; Google Sheets
Time accounting software -- Employee time tracking software; Time tracking and productivity monitoring software
Word processing software -- e.g., Corel Wordperfect; Google Docs; Microsoft Word
Desktop computers
Dictation machines→ Dictation equipment
Filing cabinets or accesories→ Filing Cabinets
Franking or postage machines→ Postage machines
Laser fax machine→ Laser facsimile machines
Magnetic stripe readers and encoders→ Credit card processing machines
Personal computers
Photocopiers→ Photocopying equipment
Pocket calculator→ Handheld calculators
Premise branch exchange PBX systems→ Multi-line switchboards; Switchboards
Public address systems→ Public address PA systems
Scanners→ Data input scanners
Special purpose telephones→ Multi-line telephone systems
Typewriters→ Electric typewriters
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.
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.
Social→ Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
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.
Initiative→ Job requires a willingness to take on responsibilities and challenges.
Achievement/Effort→ Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Persistence→ Job requires persistence in the face of obstacles.
Innovation→ Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
Analytical Thinking→ Job requires analyzing information and using logic to address work-related issues and problems.
Leadership→ Job requires a willingness to lead, take charge, and offer opinions and direction.
Relationships→ Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Support→ Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
Achievement→ Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.