RECEPTIONIST

Reports To: EXECUTIVE ASSISTANT         

Full Time, Non-Exempt

Department: ADMINISTRATION

SEPTEMBER 2026

SUMMARY:

The Receptionist is responsible for providing professional, courteous, and efficient front-office support for the Southwest Georgia Regional Commission (SWGRC). The Receptionist serves as the primary point of contact for visitors, telephone callers, elected officials, local government representatives, agency partners, and the general public.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Front Office and Reception: Serve as the first point of contact for SWGRC.
  • Greet visitors promptly and courteously.
  • Determine the nature of visitors' business and direct them to the appropriate staff member. 
  • Answer incoming telephone calls in a professional and courteous manner.
  • Screen and direct calls to the appropriate employee or department.
  • Take accurate messages and ensure messages are delivered promptly.
  • Provide general information regarding Commission programs, services, meetings, and staff when appropriate.
  • Maintain a professional, clean, organized, and welcoming reception area.
  • Monitor visitors entering and exiting the office as appropriate.


  • Administrative Support: Perform general clerical and administrative duties to support Commission operations.
  • Prepare, type, proofread, copy, scan, file, and distribute correspondence, reports, forms, and other documents.
  • Maintain electronic and physical files in accordance with established procedures.
  • Enter and maintain information in databases, spreadsheets, directories, and other systems.
  • Assist with maintaining staff contact information and organizational directories.
  • Prepare materials for meetings, workshops, conferences, and other agency activities.
  • Assist staff with routine administrative projects and assignments.
  • Operate standard office equipment, including computers, telephones, copiers, scanners, printers, and postage equipment.


  • Mail and Correspondence: Receive, sort, date-stamp, and distribute incoming mail.
  • Prepare and process outgoing correspondence and packages.
  • Maintain appropriate records of mail and deliveries when required.
  • Receive and distribute packages and other deliveries. - Ensure correspondence and documents are routed to the appropriate staff member in a timely manner.


  • Meetings and Events: Assist with preparation for Council meetings, committee meetings, workshops, conferences, and special events.
  • Gather, organize, copy, and distribute meeting materials.
  • Assist with meeting room setup and organization.
  • Provide administrative assistance before, during, and after meetings as assigned.


  • Support to Executive Director and Staff.


  • Provide administrative assistance to the Executive Director and other Commission staff as assigned.
  • Assist in gathering documents, information, and materials requested by staff.
  • Assist with correspondence, reports, presentations, and other administrative projects.
  • Maintain confidentiality of information obtained through the course of employment.
  • Complete assignments in a timely and accurate manner.
  • Provide support to other departments when needed to ensure efficient agency operations.


  • Customer Service and Public Relations:
  • Provide courteous and professional service to members of the public, elected officials, local government personnel, community partners, and other visitors.
  • Maintain a positive and professional attitude when dealing with questions, concerns, or complaints.
  • Refer questions or concerns to the appropriate staff member when outside the scope of the position.
  • Represent SWGRC in a professional manner at all times.
  • Protect the reputation and professionalism of the Commission through appropriate communication and conduct.

 

  • Other Duties:
  • Follow all SWGRC policies, procedures, rules, and administrative requirements.
  • Maintain regular and dependable attendance.
  • Report to work on time and remain available during scheduled work hours.
  • Maintain an organized and productive work environment.
  • Demonstrate initiative and seek additional work when assigned responsibilities are completed.
  • Attend staff meetings and training sessions as required.
  • Participate in professional development and training as appropriate.
  • Perform other related duties as assigned.


SUPERVISORY RESPONSIBILITIES:

This position does not normally have direct supervisory responsibility for other employees.


QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


EDUCATION/EXPERIENCE:

High school diploma or equivalent required. One to two years of experience in reception, customer service, administrative support, clerical work, or a related field preferred. Equivalent combinations of education, training, and experience may be considered.


LANGUAGE SKILLS:

Basic understanding of professional communication practices, strong verbal and written communication skills, excellent customer service skills, professional telephone skills, ability to communicate professionally with individuals from diverse backgrounds.


MATHEMATICAL SKILLS:

Basic mathematical skills are necessary.


REASONING ABILITY:

Ability to prioritize and organize multiple assignments, ability to work independently with appropriate supervision, ability to exercise good judgment and discretion, ability to learn new procedures, software, and responsibilities, ability to follow written and verbal instructions, strong organizational and time-management skills, ability to proofread documents and identify errors.


COMPUTER SKILLS: 

To perform this job successfully an individual should have knowledge of contact management software, internet software, spreadsheet software, database software, and word processing software.


OTHER KNOWLEDGE, SKILLS AND ABILITIES: 

General office practices and procedures, basic administrative and clerical principles, basic filing and recordkeeping procedures, proper handling of confidential and sensitive information, accurate typing, data entry, filing, and document-handling skills, ability to operate standard office equipment, ability to maintain accurate records, ability to establish and maintain effective working relationships, ability to maintain confidentiality ability to meet deadlines, ability to remain professional and courteous in stressful or difficult situations, ability to demonstrate initiative and remain productive without constant supervision.


WORK ENVIRONMENT:

 Work is primarily performed in a professional office environment with moderate levels of interaction with employees and members of the public. The position may occasionally require attendance at meetings, conferences, workshops, or Commission-sponsored events outside of the employee's normal workstation and/or work hours. The employee may occasionally encounter individuals who are upset, dissatisfied, or seeking assistance and must respond in a professional and appropriate manner.


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