- Greet visitors, ascertain nature of business of visitors, and provide information or direct visitors to the appropriate office.
- Perform the routine functions of the office such as answer phones; transfer calls; take and deliver messages. Provide information to the caller or direct callers to the appropriate Individual or department.
- Answers a variety of questions from the public and assists them directly when possible or refers them to the appropriate place.
- Provide communication with county agencies and businesses
- Prepare work orders as needed.
- Scheduling meetings and appointments.
- Organizing and maintaining records.
- Provide effective communications with appropriate out of county agencies
- Assist with ordering and maintaining necessary supplies needed to run an efficient office.
- Prepare and distribute various correspondence i
- Maintain files, proposals, contracts, and record keeping as necessary.
- Keeps the judge informed of any changes in the status of daily, weekly and monthly settings.
- Check office supply stock and place orders when needed.
- Establishes effective communication between the judge, court staff, attorneys and all other participants in the judicial system.
- Occasionally represents the department with other governmental agencies, outside organizations, news media and the public; releases official information to the news media when appropriate.
- Assist in the setup of the High Noon concert series.
- Assists in formulating new policies and implementing changes approved by the department.
- Analyzes and makes recommendations for improvements in procedures.
- Primary backup to the Front reception area and Office Administrator as needed.
- Assist the Office Administrator in Commissioner's Court policies and procedures.
- Follow all applicable county and departmental policies, including but not limited to attendance, Documentation of work, dress and personal appearance, work safety and confidentiality.
- To handle all other duties as assigned.
- Bilingual in English/Spanish preferred
- A minimum of 2 years previous office experience required.
- Prior experience in county office procedures preferred.
- Computer Literacy (MS Office Suite)
- Type 35 wpm
- Attention to detail
- Problem-solving skills
- Good organizational and multitasking abilities
- Effective written and verbal skills
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Front Receptionist, Admin. Assistant - Lubbock, United States - Lubbock County (TX)
Description
Assists with office operations and provides a wide variety of advanced clerical and secretarial support to the County Judge and County Commissioners Court.
e:
bid specifications, forms, reports, memos, tenant contracts, and letters.
QUALIFICATION REQUIREMENTS:
AND ABILITIES:
General office practices and procedures; General knowledge of county government organization and services; Recordkeeping and filing procedures; Perform computer processing and spreadsheet functions; Read and understand instructions; Analyze and interpret data; Maintain accurate records and files; Proper public contact and telephone etiquette; Type 35 words per minute with minimal errors; Spell and use correct grammar; Prioritize and schedule work to meet deadlines; Communicate effectively orally and in writing; Work independently in the absence of specific instructions; and Establish and maintain effective working relationships with county employees, law enforcement, legal community, out of county agencies and personnel, insurance companies and the general public.
Confidentiality of all that is seen and heard during scope of the job is required at all times.Skill in managing professional clerical employees; skill in managing multiple projects simultaneously; skill in communicating effectively with diverse groups of individuals utilizing tact and diplomacy; skill in preparing and administering new policy.
Ability to adjust to rapidly fluctuating situations; ability to operate a personal computer and basic office equipment; ability to establish and maintain effective working relationships with court staff, co-workers, county employees, department heads, elected/appointed officials, outside organizations, attorneys, the news media and the general public.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
Maintain the ability to occasionally stand, walk, kneel, and bend during the shift; Reach, grip and use fine dexterity; Push and pull objects; Occasionally flex upper trunk forward at the waist and partially at the knees; Occasionally lift and carry up to 20 pounds; Occasionally rotate upper trunk to the left or right while sitting or standing; place arms above, at or below shoulder height; Use of vision and depth perception; Ability to speak clearly and hear.
Malodorous smells are common.DISCLAIMER:
The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements.
The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Equal Employment and Affirmative Action Employer Lubbock County will not discriminate in our employment practices based on an applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.
