Receptionists and Information Clerks
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Also known as:
Appointment Clerk, Dental Receptionist, Front Desk Receptionist, Land Leasing Information Clerk
No matter what business you're in, creating a positive first impression is crucial to a company's success. Receptionists often find themselves as the first contact that a visitor or important potential client has with a company. So if you're interested in this career, you must be a courteous person who can make others feel welcome.
Communicating clearly and using a computer efficiently are valuable attributes, since tasks can include answering multiple phone lines, word processing or typing, and faxing documents. Information clerks should have the same personal qualities as those of a receptionist, providing helpful and timely information with a smile.
For example, hotel desk clerks and transportation ticket agents greet customers, determine their needs, and either assist them personally or refer them to someone else who may be better able to provide assistance. Because they deal directly with the public, receptionists and information clerks must have a neat appearance as well as the temperament to deal with difficult customers and hectic work days.
Fluency in the English language is essential, while the ability to speak a second language is often quite beneficial. If you enjoy meeting and greeting new people, a career in either of these professions may be just what you're looking for.
|Critical decision making||
|Level of responsibilities||
|Job challenge and pressure to meet deadlines||
|Dealing and handling conflict||
|Competition for this position||
|Communication with others||
|Work closely with team members, clients etc.||
|Comfort of the work setting||
|Exposure to extreme environmental conditions||
|Exposure to job hazards||
Transmit information or documents to customers, using computer, mail, or facsimile machine.
Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
Hear and resolve complaints from customers or the public.
Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
Analyze data to determine answers to questions from customers or members of the public.
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.
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.
Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
File and maintain records.
|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.|
|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.|
|English Language||Knowledge of the structure and content of the English language 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.|
|Administration and Management||Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.|
|Public Safety and Security||Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.|
|Telecommunications||Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.|
|Communications and Media||Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.|
|Speaking||Talking to others to convey information effectively.|
|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.|
|Service Orientation||Actively looking for ways to help people.|
|Writing||Communicating effectively in writing as appropriate for the needs of the audience.|
|Reading Comprehension||Understanding written sentences and paragraphs in work related documents.|
|Critical Thinking||Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.|
|Coordination||Adjusting actions in relation to others' actions.|
|Social Perceptiveness||Being aware of others' reactions and understanding why they react as they do.|