Receptionists and Information Clerk Career

Job Description: Answer inquiries and provide information to the general public, customers, visitors, and other interested parties regarding activities conducted at establishment and location of departments, offices, and employees within the organization.


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Receptionists and Information Clerk Career

What Receptionists and Information Clerks do:

  • Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
  • Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
  • Transmit information or documents to customers, using computer, mail, or facsimile machine.
  • File and maintain records.
  • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
  • Hear and resolve complaints from customers or the public.
  • Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
  • Perform duties, such as taking care of plants or straightening magazines to maintain lobby or reception area.
  • Schedule appointments and maintain and update appointment calendars.
  • 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.
  • Process and prepare memos, correspondence, travel vouchers, or other documents.
  • Keep a current record of staff members' whereabouts and availability.
  • Analyze data to determine answers to questions from customers or members of the public.
  • Schedule space or equipment for special programs and prepare lists of participants.
  • Calculate and quote rates for tours, stocks, insurance policies, or other products or services.
  • Enroll individuals to participate in programs and notify them of their acceptance.
  • Take orders for merchandise or materials and send them to the proper departments to be filled.
  • Conduct tours or deliver talks describing features of public facilities, such as a historic site or national park.

What work activities are most important?

Importance Activities

Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

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.

Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.

Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Communicating with People Outside the Organization - Communicating 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.

Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.

Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.

Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.

Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people.

Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Inspecting Equipment, Structures, or Materials - Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.

Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.

Guiding, Directing, and Motivating Subordinates - Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Controlling Machines and Processes - Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).

Holland Code Chart for a Receptionists and Information Clerk