Temporary Receptionist

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RECEPTIONIST

START DATE: June 24, 2024

END DATE: June 20, 2025

Position Title: Temporary Receptionist

Department: Human Resources

Reports To: Chief Human Resources Officer through the Executive Assistant

Union Status: CUPE 5121

Location: Administration Office

Hours: Regular Full-Time (7 hours/day)

Language Requirement: English

Job Description Reviewed: November 2023

* NEW APPLICANTS WHO MAY BE CONSIDERED WILL BE REQUIRED TO SUCCESSFULLY COMPLETE A SECRETARIAL SKILLS ASSESSMENT.

Purpose of Position

The Receptionist is the first point of contact for employees or visitors at the Administration Office. They create a welcoming environment for the Division, its employees, and visitors.

Key Responsibilities

Duties include, but are not limited to, the following:

· As the first point of contact, welcomes visitors at the front desk by greeting them in a warm and friendly manner, directing and alerting staff when their visitors have arrived.

· Answers, screens, takes messages or forwards incoming phone calls to the appropriate staff in a polite and friendly manner.

· Provides basic and accurate information in-person and via phone/email.

· Takes visitor or caller complaints or issues and passes them on to the appropriate individual.

· Provides administrative support to the Human Resources department and other departments when needed.

· Ensures the reception area is always tidy and presentable, with all necessary stationery and material (example, pens, forms, brochures).

· Receives, sorts, and distributes daily mail/faxes/deliveries.

· Checks, sorts, and forwards emails as needed.

· Maintains office security by following safety procedures and controlling access via the reception desk.

· Responds to basic parking and artwork display inquiries.

· Orders, organizes, and maintains office files and supplies.

· Updates calendars on meeting room doors daily and provides the caretaker with this information.

· Prepares spreadsheets, letters, memos, etc., when requested.

· Coordinates external courier pickups for staff.

· Performs other duties as may be assigned to support the efficient operation of the Department.

Skills and Qualifications

Skill and Knowledge – Required:

· Grade 12 education or GED and administrative training or equivalent combination of skills and experience.

· Proficiency with Microsoft office (Word, Excel and Outlook).

· Minimum typing speed of 50 wpm.

· Ability to operate Polycom multi-line switchboard.

· Ability to maintain discretion with respect to sensitive or confidential information.

· Strong organizational and time management skills, with the ability to multi-task and prioritize.

· Well-developed interpersonal, public relations and customer service skills.

· Ability to maintain discretion with respect to sensitive or confidential information.

· Ability to work both independently and in a team environment.

Skill and Knowledge – Desired:

· Experience in a large urban school division.

Conditions of Employment

· Police Information Check

· Child Abuse Registry Check

· Completion of Commit to Kids or Respect in Schools training

· Completion of New Employee Safety Orientation

Working Conditions & Physical Demands

· Work is in an office environment.

· May require long periods at a desk, and time in front of a computer.