Receptionist and Information Clerk
A receptionist and information clerk serves as a crucial first point of contact within various organizations, including law firms, hospitals, and educational institutions. These professionals are responsible for welcoming visitors, managing inquiries, and providing essential clerical support, which may include answering phones, scheduling appointments, and directing communications. Typically requiring a high school diploma, this role often involves short-term on-the-job training rather than extensive prior experience.
The work environment for receptionists and information clerks is predominantly office-based, where they may interact with customers and colleagues frequently, fostering a social and dynamic atmosphere. Median earnings in 2023 were approximately $35,840 per year for receptionists and $40,540 for information clerks, although employment in this sector is projected to decline slightly. Individuals drawn to this profession are generally organized, people-oriented, and possess strong communication skills, making them well-suited to manage a variety of tasks effectively. While a formal degree is not always necessary, coursework in administrative-related fields can enhance job prospects and prepare individuals for advancement within the field.
Receptionist and Information Clerk
Snapshot
Career Cluster(s): Business, Management & Administration
Interests: Administrative work, business, bookkeeping, business and computer technology, data processing, communications
Earnings (Yearly Median): $35,840 per year, $17.23 per hour (2023, for receptionist); $40,540 per year, $19.49 per hour (2023 for information clerk)
Employment & Outlook: -4 percent (Decline)
Entry-Level Education High school diploma
Related Work Experience None
On-the-job-Training Short-term on-the-job training
Overview
Sphere of Work. Receptionists and information clerks, also known as office assistants, secretaries, and administrative assistants, welcome customers to a place of business, assist customers with any inquiries, and provide information and clerical support to their employers. Receptionists and information clerks may perform various information-related tasks, including greeting customers, answering the phone, taking and delivering messages, directing phone calls, providing customer support, scheduling appointments, collecting fees, escorting visitors, and responding to information requests from employees and customers. Their general clerical or administrative duties may include filing, making copies, and preparing faxes and mailings.
Work Environment. Receptionists and information clerks work in offices within organizations such as law firms, hospitals, insurance companies, and educational institutions. Receptionists and information clerks, positioned at information desks or kiosks, generally greet visitors entering the building or department and notify their supervisors that a visitor has arrived. Depending on the employer and particular job description, a receptionist and information clerk may work full-time or part-time. Receptionists and information clerks generally work forty-hour weeks, but overtime may be necessary during periods of increased business. Part-time work is relatively common in this field.
Occupation Interest. Individuals attracted to the receptionist and information clerk occupations are people-oriented and organized. Those who excel as receptionists and information clerks are approachable, confident speakers, responsive, and effective with their time. Receptionists and information clerks should enjoy interacting with people and have a background in typing, filing, and basic computer use.
A Day in the Life—Duties and Responsibilities. Receptionists and information clerks often function as customers' or clients' first point of contact. As such, they influence the customer’s first impression of the organization for which they work. Receptionists and information clerks greet customers, employees, and visitors in person, over the phone, or by computer. In some instances, receptionists and information clerks are required to collect fees and physically guide or accompany visitors to their destination within the organization. They provide information about the organization, answer the phone, take and deliver messages, resolve customer complaints, schedule appointments, tours, and meetings, prepare mailings, record financial information, and file office records.
The specific daily responsibilities of receptionists and information clerks are determined in part by the individual’s work environment. In large businesses, such as airlines or hospitals, a receptionist and information clerk may exclusively perform very specialized tasks such as answering the customer support hotline or making schedule arrangements. In small businesses, such as a local hotel or moving company, a receptionist and information clerk will likely be responsible for all the information-related tasks and some clerical functions needed to run the business. These clerical tasks may include placing orders, managing inventory, and preparing faxes and mailings. Receptionists and information clerks employed by learning institutions may also participate in discussions of work teams, workflows, dynamics, and best practices.
The receptionist and information clerk’s work experience also influences the type and amount of work assigned. For instance, experienced receptionists and information clerks often work in supervisory roles, overseeing customer support departments and training new hires. In contrast, inexperienced or junior receptionists and information clerks may be assigned entry-level tasks, such as taking and delivering phone messages. Receptionists and information clerks of all experience and skill levels use computers, calculators, photocopying machines, word processing software, facsimile machines, scanners, and postal machines to complete their work.
Work Environment
Immediate Physical Environment. Receptionists and information clerks work in office environments. The work of a receptionist and information clerk requires sitting at a desk and using computers and phones for long periods each day. Sometimes, they may be required to stand each day, greeting and escorting visitors and customers.
Plant Environment. Receptionists and information clerks working in plant or manufacturing environments provide information and clerical support to the business. While a receptionist and information clerk’s office in a plant environment is most often kept separate from production lines, receptionists and information clerks in a plant environment may experience physical risks resulting from production fumes, noise, or plant accidents.
Human Environment. A receptionist and information clerk’s human environment tends to be very social and interactive. Receptionists and information clerks, depending on their work assignments and organization, may interact daily with visitors, colleagues (such as file clerks and office clerks), customers, and supervisors.
Technological Environment. During their daily work, receptionists and information clerks use basic office equipment, such as computers, typewriters, Internet communication tools, word processing software, scheduling software, facsimile machines, photocopying machines, scanners, telephones, and postal machines.
Education, Training, and Advancement
High School/Secondary. High school students interested in pursuing a career as a receptionist and information clerk should prepare themselves by building good study habits. High school-level study of typing and bookkeeping will provide a strong foundation for work as a receptionist and information clerk or college-level study in the field. Due to the diversity of receptionist and information clerk responsibilities, high school students interested in this career path may benefit from seeking administrative internships or part-time clerical work with local businesses.
Postsecondary. Although an undergraduate degree is not strictly required for this occupation, postsecondary students interested in becoming receptionists and information clerks should work toward an associate’s or bachelor’s degree in secretarial science, bookkeeping, administrative work, communications, or general business. Coursework in mathematics and business may also prove helpful in future work. Formal postsecondary training may provide advantages in the field. Postsecondary students can gain work experience and potential benefits in future job searches by securing administrative internships or part-time clerical employment with local businesses.
Related Occupations
− Customer Service Representative
− Telephone Switchboard Operator
Bibliography
"Information Clerks." US Bureau of Labor Statistics, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/information-clerks.htm. Accessed 23 Aug. 2024.
"Receptionists." US Bureau of Labor Statistics, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/receptionists.htm. Accessed 23 Aug. 2024.