JOB TITLE:Receptionist GRADE 10

JOB TITLE:Receptionist GRADE 10

DEPARTMENT:Administration

JOB SUMMARY:Provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate employees, mail distribution, flow of correspondence, as well as additional clerical duties.

MAJOR DUTIES:

Answersall incoming telephones calls

Directs callers to the appropriate department or employee

Transfer callers to an associate’s voice mailbox when the associate is unavailable

Provides callers with information including address, directions, fax and phone numbers, website, and other related information

Greets and directs visitors

Responds to e-mails

Receives messages for personnel

Receives, sorts and forwards incoming mail and interoffice mail

Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

Assists in the ordering, receiving, stocking and distribution of office supplies

Assists with other related clerical duties such as photocopying, faxing, filing and collating

Maintains calendars and schedules appointments as needed

Maintains lobby area of the Administration Office

Performs other related duties as assigned

KNOWLEDGE REQURIED BY THE POSITION:

Knowledge of the principles and practices of local government administration

Knowledge of the modern office management principles and practices

Skill in maintaining files and records

Skill in gathering data and preparing reports

Skills in utilizing office equipment including a copier, calculator, postage meter, fax machine, and personal computer

Knowledge and skill in using computer programs including Word, Excel, Outlook, and internet browser programs

Skills in dealing with the public

Skills in oral and written communications

SUPERVISORY CONTROLS: The Executive Assistant to the County Manager assigns work in terms of general instructions. Completed work is spot-checked for the nature and propriety of the final results.

GUIDELINES: Guidelines include relevant federal and state laws, county ordinances, policies, and procedures. These guidelines are clear and specific.

COMPLEXITY: The work consists of related duties in assisting with the administration of county government. Frequent interruptions contribute to the complexity of the work.

SCOPE AND EFFECT: The purpose of this position is to provide administrative assistance to the County Manager. Successful performance ensures the accuracy of county records.

PERSONAL CONTACTS: Contacts are typically with the general public, co-workers, department heads, other county employees, elected officials, and representatives of other county and city governments.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS: The work is typically performed while sitting, standing, walking, bending, crouching, or stooping. The employee must frequently lift light objects.

WORK ENVIRONMENT: The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None

MINIMUM QUALIFICATIONS:

Excellent verbal and written communication skills. Possess exceptional interpersonal communication and organizational skills.

Ability to work independently on assigned tasks as well as to accept direction on given assignments.

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.