Receptionist

Summary

This position operates the central switchboard for the CRD, monitors visitor access to the CRD Headquarters building, responds to routine inquiries, and performs general administrative functions for the Department.

Key Duties & Responsibilities

• Provides excellent customer service in person and over the phone
• Provides main reception services by greeting visitors to CRD Headquarters building and assisting them as required.
• Monitors visitor access and maintains security awareness by issuing, checking and collecting visitor and contractor badges as necessary and maintaining visitor logs.
• Operates the CRD main switchboard; determining the nature of the inquiry and either answering the question(s) or transferring them to the appropriate contact.
• Addresses complaints in a sensitive manner and deescalates the situation as possible.
• Creates files in Infolinx for Executive Services and Corporate Services as required.
• Maintains basic knowledge of CRD programs and other associated government agencies, staff contacts and CRD Board/Committee meeting schedules.
• Processes incoming mail, and maintains a log of courier deliveries and collections to and from CRD reception and contacts staff about package arrivals.
• Prepares purchase card reconciliations as required.
• Receives payments by cash, cheque, debit or credit for CRD invoices.
• Maintains SharePoint site for Reception.
• Maintains lobby display shelves of brochures and promotional materials by ordering as required, and organizes daily and weekly newspapers and other information materials.
• Provides general administrative services for Executive Services such as ordering office supplies, purchase card reconciliations and organizing catering for meetings.
• Processes meeting room reservation requests and posts headquarters meetings schedule daily.
• Enters reservation requests for headquarters fleet vehicles, issues and tracks vehicle keys, reports any problems and submits monthly journal entries for vehicle charges.
• Receives tender documents and records required information.
• Performs Fire Warden responsibilities.
• Maintains CRD staff telephone list.
• Maintains Fisgard staff room coffee supplies by replenishing daily and ordering as required.
• Maintains the lost and found for CRD Headquarters.
• Ensures opening and closing procedures are followed.
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Strong information literacy; excellent at utilizing a wide range of information resources, including Internet, such as CRD website.
• Extensive experience in communicating with the public, in person, by phone and by Internet, including email and webmail.
• Strong ability to respond professionally to public, staff and elected official queries in person, over the phone and via email; including conflict resolution skills for dealing with difficult people in a professional manner.
• Considerable experience performing basic accounting functions including basic transactional coding and data entry.
• Strong ability to establish and maintain effective and collaborative working relationships.
• Strong ability to take initiative, use independent judgement and show discretion.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.

Qualifications

Certifications