Clerical Specialist - District Attorney Receptionist

Job Description

GENERAL

PURPOSE:

The Clerical Specialist/Receptionist – District Attorney's Office position is a customer facing receptionist position where approximately 75% of the role involves answering and managing incoming phone calls. The individual in this role will also perform other clerical duties as assigned to assist with workload.

SUPERVISION RECEIVED:
This position reports directly to the Office Supervisor.

SUPERVISION EXERCISED:
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION:
Answers telephone calls and receives visitors to office. Provides exceptional customer service by effectively communicating with visitors by telephone, email, or in person. Adequately resolves visitors' issues, or directs visitors to appropriate staff able to provide assistance. Assumes responsibility for all functions associated with the area of specialization. Establishes and maintains files in alphabetic, chronological, numerical, or other basis. Retrieves requested materials from files.

Signs, date-stamps, or otherwise identifies and/or controls files. Assembles and makes sufficient copies of Court records, agendas, case files, and other required documents. Prepares and mails large quantity/mass mailings. Distributes to all required recipients in a timely manner. Scans, emails, and mails documents efficiently. Composes correspondence using Microsoft Office and Outlook, or any other necessary applications. Processes all faxed and mailed correspondence received in the department.

Sorts and distributes to appropriate parties. Assists in the training of other clerical staff as necessary. Participates in cross training as necessary in order to develop areas of specialization. Acts as a back-up for other clerical staff in the office as necessary. Provides coverage in these areas due to absences, vacancies, or as assigned by the Office Supervisor.

* An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND At least three (3) years of full-time professional clerical work experience in an administrative, professional, governmental, or judicial setting.

KNOWLEDGE, SKILLS, AND ABILITIES Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse clientele. Skill in gathering information from and providing answers to visitors, callers, representatives from other offices, and the general public. Excellent verbal communication skills with an ability to remain calm and professional and stressful situations.

Ability to establish and maintain effective working relationships with employees, supervisors and managers, residents, other agencies, and the general public. Ability to maintain a high energy level, multitask, establish priorities, and work independently in a fast-paced office environment. Excellent time management and prioritization skills, along with the ability to maintain sufficient flexibility to respond to immediate needs. Excellent problem-solving skills with the ability to envision and deliver innovative solutions.

Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges. Ability to maintain confidential and sensitive information. Ability to establish credibility and be decisive. Basic knowledge of clerical practices and procedures with an ability to use standard office equipment. Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT Telephone, personal computer (including word processing, spreadsheet and other specialized software), calculator, fax machine, scanner, and copy machine.

PHYSICAL DEMANDS While performing the duties of this job, the employee is frequently required to walk, sit, talk, and hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment…