How to Be Receptionist/Clerk - Job Description, Skills, and Interview Questions

Jul 20, 2020 / 5 Minutes Read / By Albert

How to Become

Professional Organizations

FAQ

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The increase in workload for receptionists/clerks can have a detrimental effect on the quality of their work. With a greater number of duties and responsibilities, staff may be more prone to making mistakes or not properly managing customer interactions. This can lead to a decrease in customer satisfaction and loyalty, as well as an increase in customer complaints.

the added stress of managing a larger workload can cause employee burnout and discontent, leading to high turnover rates and difficulty in recruiting new staff. To avoid these issues, employers should ensure that receptionists/clerks are adequately supported and given enough resources to manage their workload efficiently.

Steps How to Become

Obtain a High School Diploma or GED. Most employers prefer to hire receptionists and clerks who have at least a high school diploma or its equivalent.
Complete a Certificate Program or Associate Degree. While not required, some employers prefer to hire those with a certificate program or associate degree in office administration or a related field.
Gain Experience. Employers often prefer to hire receptionists and clerks with some experience in customer service and/or data entry. Working as an intern, volunteer or in a customer service role can help you gain the necessary experience.
Learn Basic Office Skills. Receptionists and clerks must have basic office skills, such as typing, filing, and operating office equipment. Consider taking a class to learn these skills if necessary.
Improve Your Communication Skills. Receptionists and clerks must have excellent verbal and written communication skills, as well as strong interpersonal skills. Practice your communication skills and take an online course if necessary to hone these abilities.
Apply for Open Positions. When you are ready to apply for a receptionist or clerk position, review job postings on job boards, company websites and recruitment agencies. Make sure to tailor your resume and cover letter to each job posting for the best chances of being hired.

In order to stay ahead and efficient as a receptionist/clerk, it is important to stay organized and prioritize tasks. Taking the time to create a schedule and write out a to-do list can help ensure that all tasks are completed in a timely manner. staying on top of current technology can help streamline processes and make work more efficient.

Utilizing software to manage calendars, emails, and customer data can help make it easier to keep track of appointments and customer information. Finally, having a positive attitude and being willing to ask for help when needed can help ensure that tasks are completed quickly and accurately. With these strategies in place, a receptionist/clerk can remain organized and efficient in the workplace.

You may want to check Data Processing Clerk, Payroll Clerk, and Human Resources Assistant/Clerk for alternative.

Job Description

Greet visitors, answer and route telephone calls, and provide general administrative support.
Maintain a clean, organized and comfortable reception area.
Monitor visitor access and maintain security awareness.
Assist with clerical tasks such as filing, typing, photocopying and scanning documents.
Track inventory of office supplies and order new materials as needed.
Schedule appointments and maintain office calendars.
Prepare and distribute correspondence, memos, emails, invoices and reports.
Process incoming and outgoing mail.
Manage database updates, including entering new customer information.
Provide assistance to other departments as needed.

Skills and Competencies to Have

Excellent communication skills, both verbal and written.
Good customer service skills.
Ability to multi-task and prioritize tasks effectively.
Proficiency in Microsoft Office Suite and other relevant software packages.
Ability to handle cash, credit cards and other forms of payment.
Knowledge of administrative and clerical procedures.
Ability to work independently and as part of a team.
Excellent organizational and time management skills.
Ability to maintain confidentiality of customer information.
Ability to deal with conflicts and complaints in a professional manner.

Good communication skills are an essential quality for any successful receptionist or clerk. These skills are necessary for effectively conveying information to customers, colleagues and superiors. Without this ability, it would be difficult to handle customer inquiries, answer phone calls, and provide accurate information in a timely manner.

In addition, strong organizational skills are also essential when dealing with paperwork, filing documents and managing databases. The ability to multitask and prioritize tasks is also necessary, as it helps keep the workflow running smoothly. Furthermore, a good knowledge of relevant software can be extremely helpful when dealing with customer data and scheduling appointments.

All of these qualities are necessary for a successful receptionist or clerk, as they allow them to provide efficient and effective service to customers and other stakeholders.

Shipping and Receiving Clerk, Customer Service Representative/Clerk, and Travel Desk Clerk are related jobs you may like.

Frequent Interview Questions

What experience do you have in customer service?
How do you handle difficult customers?
What techniques do you use to ensure accuracy in your work?
What is the most challenging task you have managed as a receptionist?
How do you stay organized and prioritize tasks?
What do you know about our company and its products/services?
Can you explain our procedures and processes to visitors or customers?
How do you ensure customer privacy is respected?
In what ways do you make sure visitors are comfortable while waiting?
What kind of computer programs are you familiar with?

Common Tools in Industry

Computer. a device used to store, process, and retrieve data (eg: desktop, laptop, tablet).
Telephone. a device used to make and receive calls (eg: landline, mobile phone).
Fax Machine. a device used to send and receive documents (eg: fax modem).
Printer. a device used to produce hard copies of documents (eg: inkjet, laser).
Scanner. a device used to digitally capture images or documents (eg: flatbed).
Copier. a device used to make multiple copies of documents (eg: laser, inkjet).
Filing System. a method of organizing documents and records (eg: alphabetical, numerical).
Office Supplies. items used in an office environment (eg: paper clips, staplers).

Professional Organizations to Know

American Medical Association (AMA)
American Association of Medical Assistants (AAMA)
National Association of Health Care Assistants (NAHCA)
American Society of Medical Office Managers (ASMOM)
National Association of Medical Receptionists (NAMR)
American Association of Healthcare Administrative Professionals (AAHAP)
American College of Medical Office Professionals (ACMOP)
National Association of Medical Office Professionals (NAMOP)
Professional Association of Health Care Office Management (PAHCOM)
National Healthcareer Association (NHA)

We also have Filing Clerk, Sales Clerk, and Cashier Clerk jobs reports.

Common Important Terms

Front Desk. The front desk is the first point of contact for visitors and customers entering a business or other organization. The receptionist or clerk at the front desk is responsible for greeting people, answering phone calls, taking messages, and providing basic information.
Concierge. A concierge is a person who assists guests with various tasks and services. They often work in hotels, resorts, and other hospitality settings, and are typically responsible for providing information about attractions, services, and activities in the local area.
Administrative Assistant. An administrative assistant provides support to an individual or organization by completing various administrative tasks. Their duties may include scheduling appointments, maintaining files, answering phones, preparing documents, data entry, and more.
Receptionist. A receptionist is a person who works at the front desk of a business or other organization. They are responsible for greeting customers, answering phones, taking messages, providing basic information, and other clerical duties.
Clerk. A clerk is a person who performs various clerical tasks such as filing, record keeping, and data entry. They often work in retail stores, offices, and other organizations.

Frequently Asked Questions

What are the responsibilities of a receptionist/clerk?

The primary responsibility of a receptionist/clerk is to provide administrative and customer service support. This includes greeting guests and visitors, answering phone calls, scheduling appointments, sorting and distributing mail, handling document preparation and filing, processing payments, and managing the front office.

What skills are needed to be a successful receptionist/clerk?

To be a successful receptionist/clerk, you will need strong customer service skills and the ability to communicate effectively with customers, colleagues, and supervisors. Additionally, you should have a working knowledge of computer systems and software applications, excellent organizational skills, and the ability to multitask in a fast-paced environment.

What qualifications or certifications are required to be a receptionist/clerk?

Generally, the minimum requirement for a receptionist/clerk position is a high school diploma or equivalent. Some employers may prefer candidates who have completed a certificate or associate degree program in office administration or a related field. Additional certification or licensure may be required for certain positions.

How much does a receptionist/clerk typically earn?

According to the U.S. Bureau of Labor Statistics, the median annual wage for receptionists and clerks was $30,710 in May 2019. Wages vary based on experience, qualifications, and location.

What hours does a receptionist/clerk typically work?

Receptionists/clerks typically work full-time hours during regular business hours. However, some employers may require evening or weekend hours depending on the needs of the business.