Administrative Reception Specialist
2 weeks ago
Location: Midland, TX
Job Type: Full-Time
Department: District Attorney
Summary
This role is essential for the effective management of public interactions, including handling telephone communications and messages. The position also involves maintaining the misdemeanor dismissal list and performing various clerical tasks that support consumer services and the professional operation of the office.
Key Responsibilities
Responsibilities include, but are not limited to:
- Executing tasks as directed by the District Attorney and Chief Secretary.
- Ensuring the reception area is staffed at all times during working hours.
- Receiving all telephone calls and visitors in a prompt, accurate, and courteous manner.
- Assessing inquiries and directing or recording messages efficiently.
- Utilizing the telephone system and voicemail features effectively.
- Sorting and appropriately stamping incoming mail for distribution.
- Signing for deliveries and notifying recipients as necessary.
- Providing necessary forms to visitors and ensuring their availability.
- Maintaining a thorough understanding of organizational policies and procedures.
- Keeping supervisors informed of activities and any issues that arise.
- Upholding confidentiality regarding visitors, staff, and organizational matters.
- Performing routine office tasks to ensure a professional office environment.
- Assisting with clerical duties such as typing, filing, and data entry as needed.
- Demonstrating genuine concern for visitors and maintaining professionalism at all times.
- Regularly reporting to work on time.
- Managing file access requests from defense attorneys appropriately.
- Typing dismissals when required.
- Maintaining the misdemeanor dismissal list.
- Assisting intake personnel with file assembly when time permits.
Education and Experience
High school diploma or equivalent, with at least one year of relevant experience, or a combination of education and experience that provides the necessary knowledge and skills.
Knowledge, Skills, and Abilities
- Proficient in computer operations, particularly Microsoft Word and Excel.
- Able to read and comprehend manuals and documents.
- Familiarity with different types of mail and accurate filing procedures.
- Understanding of office protocols and procedures.
- Ability to work collaboratively in a dynamic environment.
- Capable of analyzing situations and directing inquiries appropriately.
- Professional representation of the office in conduct and appearance.
- Strong focus on tasks while managing multiple priorities.
- Willingness to assist colleagues when possible.
Tasks may require various positions, including sitting, standing, walking, and lifting items up to 20-25 lbs.
Work Environment
The work environment may involve exposure to higher dust levels and moderate to high noise levels.
Benefits
Regular full-time employees are eligible for health and dental insurance, long-term disability benefits, a cafeteria plan, retirement plans, and other employee assistance programs. Additionally, employees receive longevity pay after one year of service.
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