C&T Generic Job Description

Receptionist

Grade A

Representative Duties:

• Answers and directs incoming calls to appropriate individuals.  Takes and forwards messages as necessary.
• Receives visitors.  Secures names and needs, and directs accordingly.  Provides routing information related to function.
• Sorts, screens, and distributes incoming mail.  Processes outgoing mail following postal and University regulations.
• Performs routine keyboarding duties.
• Compiles and posts information on standard forms.
• May maintain schedules and calendars.
• Performs clerical functions incidental to reception activities.

Family: Technical Support
Job Code: 730 Date: 7/90

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

Back to Top

---

Yale University Clerical and Technical Job Description
Job: 730 Duplication Machine Operator I Grade A

Required Knowledge:

• General knowledge, high school level; detailed but narrow work-related knowledge.
• Limited acquaintance with business, accounting or commercial procedures.

Required Skills:

• Files already labeled material using a straightforward alphabetical or chronological system.
• Understands non-routine notes, written instructions, and general policy statements.
• Writes short informal notes, fills out simple forms.
• Regular, skilled use of more complex machines including word processors and personal computers; responsible for basic troubleshooting and repair or manipulation of data using published software.

Office and Administrative Skills:

• Keyboards forms, labels, and other simple material.
• Schedules appointments in allotted times.
• Refers callers and visitors to the appropriate individual.

Experience, Education and Formal Training:

• One year of related work experience and a high school level education; or an equivalent combination of experience and education.

Complexity and Organization:

• Limited variety of job tasks requiring coordinating steps/procedures.

Interpersonal Relations:

• Ongoing involvement outside immediate work unit.
• Offers or obtains basic information or provides assistance on general matters.
• Understands and conveys more complex messages and instructions, and takes action accordingly.

Supervisory Guidelines:

• Work may or may not be reviewed.
• Supervisor and incumbent plan, assign, and schedule work jointly.
• Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties.

Independent Judgment:

• Established procedures/policies govern most work situations.
• Occasional exercise of independent judgment or initiative.
• Problems solved by using established procedures.

Leadership Responsibility:

• Occasionally provides general orientation to routine procedures/policies.
• Sometimes distributes and monitors work.

Impact and Consequence of Error:

• Work affects outside immediate work unit, but rarely outside the University.
• Errors are not difficult to recognize and correct and only affect own work.

Working Conditions:

• Ongoing possibility of safety risks.
• Regular multiple or conflicting demands, deadlines, emergencies, or time pressures.
• Regular sustained concentration.
• Considerable physical effort or a high degree of fine finger or hand dexterity.
  

Back to Top

---

Example 1

Receptionist (707)
Salary: A

General Purpose:
Under the direction of the Director and supervisor of a Drug Diversion Program, the receptionist will answer and direct incoming calls to appropriate individuals (clinicians and research staff). The receptionist will take and forward messages as necessary and be responsible for routine clerical functions related to client charts and record keeping. The Drug Diversion Program is a funded clinical research project providing substantial clinical care and consultation to the substance abuse population.

Essential Duties of the Position:

1. Answer and direct incoming phone calls to appropriate individuals.
2. Greet Program clients, secure nature of visits and direct to appropriate individual, provide routine information about the Program when necessary, and follow substance abuse confidentiality guidelines.
3. Sort, screen, and distribute incoming mail and process outgoing mail following postal and university regulations.
4. Perform routine keyboarding duties.
5. Compile and post information on standard forms. Using specific formats and systems, enter a variety of clinical and administrative data and review for accuracy.
6. Maintain schedules and calendars.
7. Perform clerical functions incidental to reception activity.
8. Prepare and collate medical records by filing information in active charts and make new charts if necessary, and copy and fax materials accordingly.
9. Input admission and discharge data and billing information into a computer database designed and maintained by the Center (training will be required).

Education and Training:

1. High school degree and one year experience with substance abuse treatment facility or an equivalent combination of education and experience.
2. PREFERRED: Experience with BHIS and SATIS programs, experience with substance abuse users referred by court, probation or parole.
3. Previous experience with clinical billing systems, coding and admissions processes.

Skills and Abilities:

1. Good organizational and interpersonal skills.
2. Experience with computers and word processing packages.
3. Valid drivers license as travel to other sites may be required.

Back to Top