Receptionist Job at Illinois State Board of Education in Springfield

Overview

POSITION TITLE: CENTER RECEPTIONIST (PROGRAM SPECIALIST I #957)

SALARY STARTING AT: $3,205.92 PER MONTH

Reporting to the Executive Director, serves as the primary Receptionist for all departments in the Data, Accountability & Assessment Center (Data Strategies & Analytics, Assessment, Accountability).

Daily work includes working the departments' switchboards, answering main telephone lines, asking probing questions of callers in order to accurately direct and/or log calls, and monitoring and directing communication from multiple inboxes. Each department will have a "busy" period during which the majority of calls received will be for a particular department, but calls for all departments will come in year-round.

Responsibilities

• Serves as the Receptionist for all departments in the Data, Accountability & Assessment Center (Data Strategies & Analytics, Assessment, Accountability).
• Works the departments' switchboards.
• Answers main telephone lines.
• Asks probing questions of callers in order to route calls to appropriate staff in the applicable departments and agency, provide answers to routine questions, or direct callers to published resources.
• Logs calls that cannot be immediately directed to appropriate staff in a ticket tracking system and accordingly assigns the tickets.
• Monitors departmental general inboxes and directs emails received to those inboxes to appropriate staff.
• The receptionist ensures live phone coverage during periods of high call volume. High volume periods are as follows each year: February - May: assessment administration; May - August: year end collections and corrections; September - November: report card; November - January: enrollment counts.
• Serves as the timekeeper for the Accountability department and center timekeeper.
• Serves as the backup timekeeper for the Assessment and Data Strategies & Analytics departments.
• Assists with special projects and mass communication initiatives by assembling, labeling, collating, tracking contact and/or making scripted calls.
• Provides clerical assistance with processing documents, reviewing and approving telephone logs, checking in physical mail, filing, and maintaining files.
• Performs various note taking and data entry projects to support department needs.
• Performs other duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• One year of receptionist, secretarial or programmatic experience in an office setting involving greeting and directing customers, answering and directing calls and emails, typing, computer work and/or other specialized training.
• Excellent communication, and interpersonal skills.
• Skilled in time management and information organization.
• Ability to maintain confidentiality and professionalism.
• Knowledge of office practices and procedures.
• Proficient in Microsoft Outlook, Word and Excel.
• Working knowledge of grammar, spelling and punctuation.

Preferred Qualifications

• Experience directing calls in a large, multi-client call center or coordinating clerical and office procedures for a large department.

Employment details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative, Customer Service, and Education
• Industries: Education Administration Programs, Primary and Secondary Education, and E-Learning Providers