Receptionists and Information Clerks
What is a Receptionists and Information Clerks?
Receptionists and Information Clerks are essential front-line personnel in various organizations, providing the first point of contact for visitors and managing the flow of information. They play a crucial role in creating a positive first impression of the organization. Typically found in offices, hospitals, hotels, and other establishments, these professionals are responsible for greeting clients and visitors, answering phones, handling inquiries, and directing people to the appropriate departments. Their role often extends to administrative tasks such as scheduling appointments, managing correspondence, and maintaining records. In addition to exceptional communication skills, they must exhibit professionalism, attention to detail, and the ability to multitask in a fast-paced environment. Overall, Receptionists and Information Clerks contribute significantly to the efficient operation of an organization by ensuring that information is disseminated accurately and promptly.
Tasks
- Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
- Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
- Receive payment and record receipts for services.
- Schedule appointments and maintain and update appointment calendars.
- Transmit information or documents to customers, using computer, mail, or facsimile machine.
Technology Skills
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Electronic mail software
- Email software
- HCL Notes
- Microsoft Outlook 365
- Word processing software
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Data base user interface and query software
- Claim processing system software
- Claris FileMaker
- IBM Check Processing Control System CPSC
- St. Paul Travelers e-CARMA
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Medical software
- Virence Health Centricity EMR
- Kodak Dental Systems Kodak SOFTDENT Practice management software PMS
- McKesson Lytec
- Medical condition coding software
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Accounting software
- Billing software
- Bookkeeping software
- QuickBooks Online
Tools Used
- Premise branch exchange PBX systems
- Franking or postage machines
- Photocopiers
- Scanners
- Typewriters
Knowledge
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Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
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Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
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English Language
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Skills
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Speaking
Talking to others to convey information effectively.
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Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
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Service Orientation
Actively looking for ways to help people.
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Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
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Reading Comprehension
Understanding written sentences and paragraphs in work-related documents.
Abilities
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Oral Expression
The ability to communicate information and ideas in speaking so others will understand.
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Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
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Speech Recognition
The ability to identify and understand the speech of another person.
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Speech Clarity
The ability to speak clearly so others can understand you.
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Written Comprehension
The ability to read and understand information and ideas presented in writing.
Education
How much education does a new hire need to perform a job in this occupation?
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High school diploma or equivalent
or: GED, High School Equivalency Certificate
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Some college, no degree
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Post-secondary certificate
Awarded for training completed after high school (for example, in Personnel Services, Engineering-related Technologies, Vocational Home Economics, Construction Trades, Mechanics and Repairers, Precision Production Trades)
Work Activities
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Working with Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
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Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.
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Performing for or Working Directly with the Public
Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
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Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
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Making Decisions and Solving Problems
Analyzing information and evaluating results to choose the best solution and solve problems.
Detailed Work Activities
- Schedule appointments.
- Answer telephones to direct calls or provide information.
- Greet customers, patrons, or visitors.
- Collect deposits, payments or fees.
- Analyze operational or research data.
Work Interests
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Conventional
Work involves following procedures and regulations to organize information or data, typically in a business setting. Conventional occupations are often associated with office work, accounting, mathematics/statistics, information technology, finance, or human resources.
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Enterprising
Work involves managing, negotiating, marketing, or selling, typically in a business setting, or leading or advising people in political and legal situations. Enterprising occupations are often associated with business initiatives, sales, marketing/advertising, finance, management/administration, professional advising, public speaking, politics, or law.
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Social
Work involves helping, teaching, advising, assisting, or providing service to others. Social occupations are often associated with social, health care, personal service, teaching/education, or religious activities.
Job Outlook
Projected salary and job growth
$26940.0 - $47360.0
This career will have large numbers of openings.
Assessment
Related assessments and tests
No assessment available.