receptionist/references/tasks.md

Tasks & work activities — receptionist

Source: O*NET 30.3, occupation 43-4021.00 (Correspondence Clerks).

Task statements

• [Core] Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
• [Core] Compile data from records to prepare periodic reports.
• [Core] Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
• [Core] Maintain files and control records to show correspondence activities.
• [Core] Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
• [Core] Route correspondence to other departments for reply.
• [Core] Compose letters in reply to correspondence concerning such items as requests for merchandise, damage claims, credit information requests, delinquent accounts, incorrect billing, or unsatisfactory service.
• [Supplemental] Present clear and concise explanations of governing rules and regulations.
• [Supplemental] Type acknowledgment letters to persons sending correspondence.
• [Supplemental] Review correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.
• [Supplemental] Complete form letters in response to requests or problems identified by correspondence.
• [Supplemental] Ensure that money collected is properly recorded and secured.
• [Supplemental] Compute costs of records furnished to requesters, and write letters to obtain payment.
• [Supplemental] Prepare records for shipment by certified mail.
• [Supplemental] Confer with company personnel regarding feasibility of complying with writers' requests.
• [Supplemental] Process orders for goods requested in correspondence.
• [Supplemental] Compile data pertinent to manufacture of special products for customers.

Detailed work activities

• Calculate costs of goods or services.
• Check data for recording errors.
• Compile data or documentation.
• Confer with coworkers to coordinate work activities.
• Explain regulations, policies, or procedures.
• Maintain operational records.
• Package objects for shipping.
• Prepare business correspondence.
• Prepare cash for deposit or disbursement.
• Prepare documentation for contracts, transactions, or regulatory compliance.
• Prepare outgoing mail.
• Proofread documents, records, or other files to ensure accuracy.
• Read materials to determine needed actions.
• Route mail to correct destinations.