Receptionist

Wayne County NY; Town of Lyons (NY); On-site; USD 21,000 - 30,000; Part time

Job summary

Wayne County NY is seeking a part-time receptionist under the state civil service help program. The role involves greeting visitors, screening calls, and coordinating referrals to the appropriate staff; it requires accurate data entry and basic office tasks.

Duties include handling mail, filing, scheduling, data entry for visits (Medicaid/insurance), collecting payments, and maintaining client records with confidentiality under supervision.

Qualifications

• High school diploma or equivalency required; or one year of clerical experience.
• Ability to greet visitors, provide information, and refer to staff; strong telephone etiquette.
• Accurate data entry, basic typing, and use of standard office equipment; maintain confidentiality.

Responsibilities

• Receives visitors, answers telephone calls and provides requested information or referrals.
• Operates a reception desk console, takes messages and connects calls to proper offices.
• Pulls material from files and performs simple file searches for visitor requests.
• Performs mail handling, filing, and basic clerical tasks including distribution of mail.
• Maintains simple account records and uses office equipment such as adding machines or computers.
• Schedules and reschedules appointments and enters information into Scheduler.
• Verifies and records information for visits (e.g., Medicaid, insurance).
• Collects payments for services and records transactions; maintains client records with confidentiality.

Skills

Reception duties

Clerical tasks

Data entry

Education

High school diploma or equivalent

Tools

Phone system

Adding machine

Computer/PC

Job description

THIS POSITION IS PART-TIME AND IS PART OF THE STATE CIVIL SERVICE HELP PROGRAM WHICH DOES NOT REQUIRE A WRITTEN EXAMINATION AT THIS TIME.

This is clerical work requiring knowledge of specific office functions and staff where the position is assigned and involving coordination of the prompt meeting of visitors or clients with staff members who are best able to meet their needs. Additionally, employees in this class perform related clerical tasks such as screening telephone calls, taking messages, making extension connections, pulling appropriate files, filingand maintaining lists of names and addresses of persons who have passed through the reception area on a particular day and typing various documents, letters, memoranda and other material. The work is performed under general supervision of a higher ranking employee in the department. Supervision over the work of others is not a responsibility of employees in this class. The incumbent does related office work as required.

• Receives visitors, answers telephone calls and provides requested information or makes appropriate referrals to staff members of the assigned department.
• Operates a telephone desk-top console at a reception desk, takes messages, gives general information and connects calls with proper offices;
• Pulls material from files and makes simple file searches in answer to telephone or visitor requests;
• Performs reproduction and collating duties allied to receptionist duties;
• Performs clerical work including opening and distribution of mail and related files;
• Maintains simple account records concerning matters referred to the office where the position is assigned which may involve operating an adding machine or other office equipment, i.e. computer.
• May types letters and memoranda from handwritten or draft copy;
• Types various documents, contracts and other material as requested;s
• Schedules and resolves appointments; enters advance schedules into Scheduler and reschedules appointments;
• Verifies and enters information, i.e. Medicaid, insurance, for visits;
• Collects payments for services, makes changes and records transactions;
• Elicits, enters and updates information concerning clients, patients, students, etc.
• Collects attendance information and enters services that were provided;
• Collates date and assists in maintaining records;
• Ensures maintenance of customer service work atmosphere with focus on pleasantly welcoming all guests and ensuring confidentiality;
• May substitute for other clerical staff members during absences, lunch breaks and in the event of illness.

Working knowledge of office terminology, procedures and equipment; ability to greet visitors in a pleasing manner and provide requested information; ability to refer visitors to appropriate staff member after ascertaining their needs; ability to understand and follow oral and written instructions; ability to type accurately at an acceptable rate of speed whether on a typewriter or personal computer; ability to deal courteously and effectively with the public, both in person and on the telephone; ability to operate simple office and calculating equipment; ability to write legibly; clerical aptitude; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:

1. Graduation from high school or possession of a high school equivalency diploma; or
2. One year of clerical experience.