Receptionist

Internal Candidate Applicant Deadline is April 25, 2024.

INTRODUCTION

The Illinois Municipal Retirement Fund (IMRF) provides death, disability, and pension retirement benefits to employees of local governments and school districts in Illinois (with the exception of the City of Chicago and Cook County). We are the second largest—and best funded—statewide public pension system in Illinois, IMRF serves approximately 3,000 municipal employers in the State. We are an award-winning organization, located in Oak Brook. IMRF is looking for top talent, for a direct hire opportunity that is benefit eligible. If you are passionate about receptionist duties and meet the requirements, we want to hear from you.

SUMMARY

Greet all incoming visitors to the reception area and determine the nature of their visit. Contact appropriate personnel, or provide immediate assistance, depending upon the nature of their needs. Operate telephone console for all incoming calls through main telephone number. Provide administrative support to the Member Services Department. Maintain visitor passes, logs, and monitor security procedures. Direct deliveries to proper personnel. Due to operational and customer needs, this position has a set schedule and does not have telecommuting options.

ESSENTIAL DUTIES AND RESPONSIBILITIES

RECEPTION

• Greet all visitors in a professional manner.

• Provide immediate service to walk-in members as appropriate based upon business needs (e.g., receive forms or checks and log into system; issue forms; provide basic member support, update the Walk-In Log), or contact proper employee/department. (See Page 2 for a list of Walk-In Business Requirements.)

• Issue temporary badges to visitors and maintain log on a daily basis. Follow procedures for all visitors.

• Support achievement of the organization’s Journey of Excellence, Vision and Strategic Objectives.

• Maintain information folders; maintain the business-like presentation of the reception area.

• Maintain an updated information board.

• Follow procedures for attendees to Board meetings and Committee meetings.

• Participate in Emergency Response Team, follow procedures when needed.

TELEPHONE CONSOLE

• Answer incoming phone calls in a professional manner.

• Provide immediate service to callers as appropriate, based upon business needs (e.g., provide directions; answer questions regarding mailing dates for checks or other large mailings), or connect to proper employee and/or department.

• Keep alphabetical listing of all employee extensions. Keep current with changes.

• Provide correct department fax numbers to callers.

• Train relief Receptionists: ensure that they properly operate the console. Communicate all day-to-day events/issues to relief Receptionists.

• Advise Telecom Support Specialist of any functional problems with the telephone system.

ADMINISTRATIVE

• Provide administrative support to Member Services Department as needed, including mailing pension estimates.

• Work with the Member Services Analysts as needed for continuous process improvement.

• Assists in clerical duties, including fulfilling Appointment Confirmation letters, Express Death letters, preparing Counseling Surveys and acting as back-up for the Financial Verification requests.

• Enroll members in workshops, as requested.

• Other duties may be assigned.

WALK-IN MEMBERS

• Review all forms received from walk-in members; ensure all information is answered and signed correctly and submit to Imaging.

• Accept payments for Past Service and forward to appropriate party.

• Seek assistance from Member Education Counselor staff or Supervisor when needed for more complex walk-in member needs.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

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 and/or EXPERIENCE

Must have high school degree or GED certificate (Some college coursework in business is preferred.)

Must have at least one year of experience in an office support position (some previous experience as a receptionist is strongly preferred)

Must have basic PC skills, data entry skills and general clerical abilities

Must be able to communicate effectively and professionally

Must have strong customer service skills, with the professional ability and willingness to assist all callers & visitors, who have varying needs and demands

Must be able to work independently

IMRF Benefits:

• Generous insurance benefits, including medical and dental

• 35-hour base work week, Monday - Friday

• Death, disability, and pension retirement benefits as a member of IMRF

• Paid vacation, 12-13 paid holidays and 2 personal days

• Business casual attire

• Award-winning organizational approach to performance excellence