Overview

FLSA: Non-Exempt Employees in this position provide general clerical functions in the Human Services Department-Agency Support Section. Work is performed in an office setting and involves reception work, utilizing a multi-line phone system, typing and using office equipment such as computers and copiers. Employees are selected and supervised by the Office Supervisor and work under moderate supervision.

Essential Leadership Functions

Act with Integrity and Build Trust

• Demonstrate mutual respect, humility, and honesty in all interactions

• Speak up appropriately, even when expressing unpopular viewpoints

• Actively listen and remain open-minded to diverse perspectives

Drive for Results

• Set clear goals and objectives to motivate self and others to achieve outcomes

• Seek new opportunities to improve processes and drive sustainable results

• Hold self and others accountable through consistent evaluation and monitoring

Develop Talent and Effective Teams

• Foster a collaborative environment that encourages knowledge sharing and growth

• Provide mentorship and support to help self and others reach full potential

• Recognize and leverage diverse strengths within self and team

Lead with Vision and Strategy

• Understand and communicate a compelling vision that aligns with organizational goals

• Develop and execute comprehensive strategies to achieve long-term objectives

• Connect daily work to the bigger picture, inspiring self and others to contribute meaningfully

Lead with Paradoxical, Critical, and Agile Thinking

• Navigate complex situations by considering multiple perspectives

• Adapt quickly to changes and uncertainties in the work environment

• Make critical decisions using analytical skills, experience, and input from others

Build and Maintain Effective Relationships

• Communicate and collaborate effectively with stakeholders across the organization

• Influence others through coaching, consulting, and team-minded thinking

• Develop and sustain partnerships that create positive outcomes for all stakeholders

Cultivate Community Engagement and Provide Excellent Service

• Understand and address the needs and concerns of the community

• Incorporate community perspectives into decision-making processes

• Drive initiatives that create positive impacts beyond the organization

Demonstrate Emotional Intelligence

• Show self-awareness and manage emotions effectively in challenging situations

• Seek and respond constructively to feedback, even in the face of setbacks

• Balance empathy with accountability when leading self and working with others

Essential Job Functions

Performs receptionist duties: answers telephone; takes messages; handles routine inquiries; refers clients/callers to appropriate personnel; receives and distributes incoming mail; and schedules clients for appointments.

Uses various office machines in the performance of duties as required in a specific department, such as computers, telephones, copiers, and printers.

Some positions will "float" throughout the department providing a variety of back-up clerical duties including reception work.

Transcribes reports, forms, correspondence, etc., from dictation system using a transcription unit.

Inputs and retrieves information on computer.Works within the central file room doing a large amount of scanning and managing electronic records, filing, file delivery, phone and computer work.

Uses various office machines in the performance of duties as required in a specific department, such as computers, telephones, copiers, and printers.

Inputs and retrieves information on a computer.In these public service positions, employee is required to be courteous, cooperative and respectful at all times, with the public and clients.

Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.

Employee is expected to report to work when scheduled, with minimum use of sick leave, to build up sick leave balance for income protection for unexpected illness.

Physical demands:

Sits at desk, uses hearing, near vision and fingering for typing, word processing or calculators or other office machines.

Talks to clients, callers, department staff. Moves about the office.

Handles papers and manuals, etc.

Some time is spent standing and reaching in order to perform filing or other duties, and lifting files, copy paper and other office materials.

Lifts items weighing up to approximately 20 pounds.

Related Job Functions

Assists other department staff as necessary or required.Performs other duties and specialized clerical assignments as may be assigned or required.

This job description is not intended to encompass every job duty or responsibility but is only illustrative.

Knowledge, Skills and Abilities

Considerable knowledge of up-to-date office methods and procedures.

Ability to operate general office equipment such as computers, copiers and multi-line phone system.

Ability to read, write, add and subtract.

Ability to interact with a client population that is primarily adults and/or children with mental, developmental, or physical disabilities and/or frail elders.

Ability to use independent judgment in carrying out assigned tasks. Ability to follow oral and written instructions.

Ability to work with confidential records and keep confidentiality. Ability to work under moderate supervision.

Ability to stay organized and manage multiple tasks.

Training, Experience and Other Requirements

Requires graduation from an accredited high school or GED, with training in business courses such as typing/keyboarding, computers, and office practices.

Strong preference for individuals with advanced clerical training at a technical school.

Minimum of one year of general office experience with proven strong word processing, data entry and organizational skills. - Typing skills may be evaluated as part of the selection process.

For Receptionist Duties: Strong preference for receptionist experience in a busy office whose client population is primarily adults and/or children with mental, developmental or physical disabilities and/or frail elders. Experience in dealing with a busy reception area and working with a multi-line phone system.

Good grammatical, spelling and punctuation skills.