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Receptionists and Information Clerks Occupation Detailed Description

Receptionists and Information Clerks career

General Job Description and Education/Training Levels for Receptionists and Information Clerks

The main tasks and work activities of Receptionists and Information Clerks are to answer telephones to direct calls or provide information, schedule appointments, collect deposits, payments or fees, operate computers or computerized equipment. In general, for the Receptionists and Information Clerks, speaking, active Listening, service Orientation, critical Thinking and other 6 skills are required.
Receptionists and Information Clerks Job Description
EducationThese occupations usually require a high school diploma.
Related ExperienceSome previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Job TrainingEmployees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
ExampleThese occupations often involve using your knowledge and skills to help others. Examples include orderlies, counter and rental clerks, customer service representatives, security guards, upholsterers, and tellers.
The following chart shows the education/training levels for Receptionists and Information Clerks jobs. 66.93% of Receptionists and Information Clerks have High School Diploma (or the equivalent) and 1.87% of Receptionists and Information Clerks have Post-Secondary Certificate.
Less than a High School Diploma
6.53%
High School Diploma (or the equivalent)
66.93%
Post-Secondary Certificate
1.87%
Some College Courses
7.23%
Associate's Degree (or other 2-year degree)
14.77%
Bachelor's Degree and Above
2.67%

Tasks and Work Activities of Receptionists and Information Clerks

  • Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
  • Receive payment and record receipts for services.
  • Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
  • Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
  • Hear and resolve complaints from customers or the public.
  • File and maintain records.
  • Transmit information or documents to customers, using computer, mail, or facsimile machine.
  • Schedule appointments and maintain and update appointment calendars.
  • Analyze data to determine answers to questions from customers or members of the public.
  • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
  • Keep a current record of staff members' whereabouts and availability.
  • Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
  • Calculate and quote rates for tours, stocks, insurance policies, or other products or services.
  • Take orders for merchandise or materials and send them to the proper departments to be filled.
  • Process and prepare memos, correspondence, travel vouchers, or other documents.
  • Schedule space or equipment for special programs and prepare lists of participants.
  • Enroll individuals to participate in programs and notify them of their acceptance.
  • Conduct tours or deliver talks describing features of public facilities, such as a historic site or national park.
  • Perform duties, such as taking care of plants or straightening magazines to maintain lobby or reception area.
  • Interacting With ComputersUsing computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Performing Administrative ActivitiesPerforming day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Performing for or Working Directly with the PublicPerforming for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
  • Getting InformationObserving, receiving, and otherwise obtaining information from all relevant sources.
  • Communicating with Supervisors, Peers, or SubordinatesProviding information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Establishing and Maintaining Interpersonal RelationshipsDeveloping constructive and cooperative working relationships with others, and maintaining them over time.
  • Documenting/Recording InformationEntering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Processing InformationCompiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Communicating with Persons Outside OrganizationCommunicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  • Assisting and Caring for OthersProviding personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
  • Answer telephones to direct calls or provide information.
  • Schedule appointments.
  • Collect deposits, payments or fees.
  • Operate computers or computerized equipment.
  • Proofread documents, records, or other files to ensure accuracy.
  • Greet customers, patrons, or visitors.
  • Respond to customer problems or complaints.
  • File documents or records.
  • Send information, materials or documentation.
  • Analyze operational or research data.
  • Discuss goods or services information with customers or patrons.
  • Record personnel information.
  • Sort mail.
  • Distribute incoming mail.
  • Calculate costs of goods or services.
  • Order materials, supplies, or equipment.
  • Prepare business correspondence.
  • Schedule operational activities.
  • Provide notifications to customers or patrons.
  • Clean facilities or equipment.

Skills and Abilities for Receptionists and Information Clerks

  • SpeakingTalking to others to convey information effectively.
  • Active ListeningGiving 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.
  • Service OrientationActively looking for ways to help people.
  • Critical ThinkingUsing logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Social PerceptivenessBeing aware of others' reactions and understanding why they react as they do.
  • CoordinationAdjusting actions in relation to others' actions.
  • Active LearningUnderstanding the implications of new information for both current and future problem-solving and decision-making.
  • Oral ExpressionThe ability to communicate information and ideas in speaking so others will understand.
  • Oral ComprehensionThe ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Speech RecognitionThe ability to identify and understand the speech of another person.
  • Speech ClarityThe ability to speak clearly so others can understand you.
  • Written ExpressionThe ability to communicate information and ideas in writing so others will understand.
  • Written ComprehensionThe ability to read and understand information and ideas presented in writing.
  • Near VisionThe ability to see details at close range (within a few feet of the observer).
  • Selective AttentionThe ability to concentrate on a task over a period of time without being distracted.
  • Deductive ReasoningThe ability to apply general rules to specific problems to produce answers that make sense.
  • Magnetic stripe readers and encoderse.g. Credit card processing machines
  • Scannerse.g. Data input scanners
  • Desktop computerse.g. Desktop computers
  • Dictation machinese.g. Dictation equipment
  • Typewriterse.g. Electric typewriters
  • Filing cabinets or accesoriese.g. Filing Cabinets
  • Pocket calculatore.g. Handheld calculators
  • Laser fax machinee.g. Laser facsimile machines
  • Premise branch exchange PBX systemse.g. Multi-line switchboards
  • Special purpose telephonese.g. Multi-line telephone systems
  • Personal computerse.g. Personal computers
  • Photocopierse.g. Photocopying equipment
  • Franking or postage machinese.g. Postage machines
  • Public address systemse.g. Public address PA systems
  • Scannerse.g. Scanners
  • Premise branch exchange PBX systemse.g. Switchboards
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge 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.
  • English LanguageKnowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.