Receptionist

3 months ago

Victoria, Canada Capital Regional District Full time

**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.
- 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**
- High School Graduation
- A minimum of 1 year directly related experience

**Additional Details**
- **Hours of Work**: Monday - Friday 8:30am - 4:30pm (one week on, one week off)

**APPLICATIONS**

Education : Secondary (high) school graduation certificate
Experience : 1 year to less than 2 years

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