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Receptionist - Afternoon Shift

Islandia, NY, USA

Requisition Number

14732

Location

Corporate Human Resources-00103

Job Description

The Receptionist provides Front Desk Support for the Company and assists the HR Department with various administrative tasks. This position is expected to have the switchboard open and operating beginning at 11:30pm. and throughout the day until 5:30 p.m. Relief switchboard coverage will be provided for a one hour lunch. The Receptionist should work with relief coverage to determine appropriate times for lunch and breaks.

This position is the face of Whitsons. Be friendly, accommodating and efficient.

ESSENTIAL FUNCTIONS, RESPONSIBILITIES AND DUTIES:

Phone Responsibilities

• Answer and route all telephone calls in a professional, friendly and hospitable manner.

• Identify the nature of the call and dispatch/redirect accordingly.

• Maintain and update the company phone list and master address list.

Visitor Responsibilities

• Meet and greet all visitors in a professional, friendly and hospitable manner

• Maintain Sign In Log- call attention to visitor policy

• Issue name tags/visitor badges

• Assign credentials to visitors who require internet access

Mail/ Package Responsibilities

• Organize and attend to all incoming mail/ Faxes/ Packages. Including: Federal Express, UPS, etc.

• Distribute incoming items to correct department/ mailbox

• Organize and attend to all outgoing mail/ Faxes/ Packages. Including: Federal Express, UPS, etc.

• Print shipping labels as needed

• Keep the courier supplies (packaging materials) fully stocked.

• Update Corporate Mailbox Names

• Reconcile weekly UPS/ Fed Ex bills.

General/Clerical

• Office Supply Ordering- General Office Supplies

+ Check office supplies twice a week

+ Order supplies as needed or requested

• Maintain lobby area in a neat and presentable manner; coordinate cleaning with custodial staff as necessary; and water plants as needed.

• Maintain the visitor name tag supply.

• Order flowers for various occasions as requested.

• Make travel arrangements, hotel and airplane for Company personnel, when needed.

• Type memos, correspondence, reports, and other documents

Postage Meter

• Regular maintenance of postage meter.

• Ensure year updates annually

• Update as there are postage increases

• Add postage as needed

• Maintain postage account

Unemployment

• Sort through unemployment claims for terminated team members and provide requested documentation in a timely fashion.

• For any claims that are contestable- gather all applicable information and provide to state or manager if attending a hearing.

• Respond to wage requests in a timely fashion.

• File all claims by state, by year.

Employment Verification

• Administrate the Work Number verifications online

• Complete only verifications that are not Work Number applicable in a timely fashion

Mandated Posters

• Work with Poster Guard to fill Federal and State mandated poster needs for all accounts, adding and removing locations as necessary

• Fill Whitsons poster requirements for all accounts as requested by accounts and for all new accounts

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Provide Spanish/English translation as needed

• Performs all other duties as assigned.

Payrate $17 per hour

Requirements

Education:

•· Â Â Â Â Â Â Â Â High School diploma (or GED) required

Computer Skills:

+ Excellent typing and Computer skills essential (including proficient knowledge of MS Office Suite – Word, Excel, Powerpoint, Outlook, etc.)

•· Â Â Â Â Â Â Â Â Knowledge of telephone switchboards

Other Qualifications, Experience and Competencies: (include ability to manage and supervise staff, if required; ability to travel or speak foreign languages, if necessary, etc.)

•· Â Â Â Â Â Â Â Â Excellent phone etiquette

•· Â Â Â Â Â Â Â Â Excellent verbal communication skills in English

•· Â Â Â Â Â Â Â Â Punctual

•· Â Â Â Â Â Â Â Â Able to work with minimum supervision

•· Â Â Â Â Â Â Â Â Should be customer service driven

•· Â Â Â Â Â Â Â Â Able to multi-task

•· Â Â Â Â Â Â Â Â Professional appearance

•· Â Â Â Â Â Â Â Â Understands confidential nature of the position and work assigned and consistently maintains confidentiality

•· Â Â Â Â Â Â Â Â Fluency in Spanish a plus

PHYSICAL DEMANDS OF THE JOB:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is frequently required to sit, talk and hear; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk and climb stairs, lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must be able to multi-task and tolerate frequent interruptions.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is performed primarily in an office setting. The noise level in the work environment is moderate.

The duties listed above are intended only as illustrations of the various types of work and duties that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, and the Company reserves the right to add additional duties or modify existing duties.

The job description does not constitute an employment agreement between the Company and employee and is subject to change by the Company as the needs of the Company and requirements of the job change.

Work Schedule

Monday-Friday 11:30pm-5pm

Supervisor

Janet L Dateno

Salary Target

$17