Admin Assistant​/Receptionist

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide administrative and clerical support to the Tax Assessor’s department. In addition, the employee is responsible for delivering exceptional customer service assistance and providing an overall welcoming environment as the Board of Assessors’ main receptionist.

* OPEN UNTIL FILLED*

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Prepares administrative support for the Tax Assessor’s department; prepares and/or processes administrative documents for the department to include purchasing documents, personnel forms, accounts payable documents, billing statements, invoices, travel expense forms, and inventory records; calculates and maintains timesheets and leave information for employees; obtains signatures when necessary; and submits to administrative documents to appropriate department or manager.

Prepares documents, records, and forms requiring knowledge of department programs and services; prepares operational, statistical, and financial reports; researches, compiles, consolidates, and/or tabulates information; incorporates information from source documents into the preparation of assigned materials; and composes, drafts and/or prepares correspondence and letters; may transcribe documents.

Assists department management with budget related activities; collects and reports information used in developing budget proposals; monitors and reports expenditures; researches budget issues; and prepares budget reports and/or upon request.

Maintains the reception area, keeping it clean, professional and free of clutter.

Receives applications, administrative forms, work orders, registration forms, meeting rooms reservation requests or other documents from customers and/or employees; prepares documents for processing; receives and records payments.

Establishes, updates and maintains databases, files and records in automated information systems; enters data into system files and databases; researches and retrieves information from databases; incorporates data into assigned records and documents; creates statistical reports and summaries from data; and generates automated reports from systems.

Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists.

Helps maintain employee records (soft and hard copies). Handles departmental filing.

Answers department main telephone lines; greets customers and visitors; provides customer assistance; retrieves requested documents; provides information regarding programs, services and procedures; refers callers or visitors to other staff members as appropriate; takes and ensures messages are passed to the appropriate staff member in timely manner.

Schedules appointments, maintains calendars; and makes travel arrangements for department staff; maintains a calendar for assigned meeting spaces, conference rooms or other facilities; coordinates logistical arrangements for meetings including audio/visual equipment and catering; prepares and distributes meeting agendas and minutes.

Establishes filing systems; prepares folders, records and files for program/department documents and paperwork; implements records management and retention practices; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.

Receives, dates and distributes incoming mail; and prepares outgoing…