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Receptionist
Ascensus Inc
Roseville, CA, United States
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SUMMARY
Director of First Impressions: Greet and direct visitors, answer phones, performs general clerical and customer service work for clients and internal customers in a positive and helpful manner. This position serves as the first point of contact with visitors and customers and provides assistance to individuals by responding to routine questions; providing general information; managing electronic calendars; and performing general clerical duties.
Performs a wide variety of general office support, which includes maintaining the cleanliness and organization of the common areas and mail/copy room. Also provides support with data entry, filing, faxing, copying, mass mailing assistance, Powerpoint presentations, mail processing and scanning, to ensure that daily operations needs are met timely, accurately, profitably and efficiently. Supports operations in mail/copy room, supplies, filing and office/equipment maintenance. Assist in providing accurate and timely support of general office administration and other department back up.
DUTIES
• Answer all incoming calls, screen and direct calls to proper personnel
• Route general delivery mailbox calls to appropriate personnel
• Be aware of employee absences/schedules and how to route calls for absent employees and telecommuters
• Greet and direct office guests and notify departments/office staff of arrivals
• Open, date-stamp [as appropriate], scan, sort and deliver all incoming mail and overnight deliveries
• Forward electronic faxes to personnel and distribute completion notices as applicable
• Prepare overnight and ground delivery packages
• Organize and prioritize front desk tasks such as managing and monitoring mailboxes, travelers, meetings, and events
• Complete coordination of incoming office guests (meetings, work area, meals), which may include conference room and equipment set up
• May set up conference rooms for meetings – including chairs and equipment
• Train staff members as back-ups to front desk, as needed
• Perform general office administration tasks (including, but not limited to: data-entry, word processing, assistance with mass mailings and special projects)
• Assist with new employee onboarding
• Maintains the front office area and any public areas in neat and orderly condition
• Scanning support for QP and IRA Departments
• May assist with BTS department administrative duties
• May order supplies, branded envelopes, letterhead and business cards, as needed
• May order toners for printers, copy machine and maintain toner inventory
• May coordinate vending machine and coffee supplies
• Exceed all quality, productivity, and turnaround goals
• Performs other related duties as assigned
• May be required to work extra hours during peak periods
KNOWLEDGE
• Common office business practices and procedures
• Knowledge of office equipment (copy, fax and postage machines)
• Working knowledge of Microsoft Office 2016 (Word, Excel, Outlook)
SKILLS
• Reliability and exceptional attendance
• Effective oral and written communication skills to effectively convey information
• Active listening skills
• Social perceptiveness
• Service orientation
• Professional appearance and demeanor
• Work well under pressure and deadlines
• Ability to handle multiple tasks
• Motivated self starter and have the ability to work unsupervised with good customer service skills
• Organization and prioritization skills
• Effective problem-solving skills
• Software Skills: MSOffice 2010-2016 (Word, Excel, Outlook; Powerpoint is desirable)
• Detail orientation
• Ability to work independently and multi-task and as part of a team
• Effective Interpersonal skills
• Familiarity with a wide range of office equipment
• Demonstrates initiative
• Good judgment
• Spanish speaking skills are desirable
EDUCATION AND EXPERIENCE
High School Graduate
3 – 5 years receptionist experience
CERTIFICATES AND LICENSES
N/A
ADVANCEMENT OPPORTUNITIES
• Administrative Support Clerk
• Trust Administrative Support Clerk
• Trust Accounting Assistant
• Document Assistant
• IRA Administrative Assistant
• IRA Asset Assistant
• Pension Distribution Assistant
• Pension Assistant
WORK ENVIRONMENT
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position is in an office environment with noise levels including office equipment, telephone discussions and general office conversations.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand, walk, sit, and use hands to handle files, computers, and phones; reach with hands and arms; stoop, kneel, talk and hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
LOCATION
Ascensus is a place to have a career, not just a job. As the largest US independent retirement and college savings services provider, we put our focus on people. Our culture is guided by sound principles, is committed to high standards, operates with transparency, and welcomes diversity. When you join our team, you get to go to work every day knowing that you help over 6 million Americans save for retirement and college.
Ascensus is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital or veteran status, disability or handicap, sexual orientation or any other basis prohibited by applicable law. Ascensus also takes affirmative action to employ, and advance in employment, qualified women, minorities, and covered veterans. Ascensus also makes reasonable accommodations for qualified individuals with disabilities, in accordance with the Americans with Disabilities Act and applicable state laws