Receptionist, Administrative​/Clerical

This Standard Operating Guideline shall define the position and primary duties of the Receptionist for Montgomery County Emergency Services District No. 10 ("MCESD No. 10" or the "District").

• Report to:
  Executive Assistant
• Classification:
  Full-Time, Non-Exempt

The Receptionist serves as the primary point of contact for visitors and callers to the District's administrative office and provides administrative and clerical support to the Executive Assistant, Assistant Fire Chief, and other administrative staff. The position requires a high level of professionalism, customer service, organization, discretion, and attention to detail while interacting with employees, members of the public, vendors, and other governmental agencies.

• Greets and assists walk-in visitors, responds to inquiries, and directs them to the appropriate personnel within the department.
• Manages incoming calls, routing callers to the appropriate staff members while maintaining a professional and courteous demeanor.
• Handles incoming mail, shipping, and receiving deliveries. Distributes correspondence as needed.
• Receives and routes general departmental email and inquiries.
• Provides routine information to the public consistent with Department procedures.
• Assists with scanning, copying, document preparation, data entry, and record organization. Maintains accurate records and filing systems for easy access, data retrieval, and information sharing across the department.
• Prepares and sends fire reports as requested in accordance with the Open Records Act/Texas Public Information Act.
• Assists administrative staff with meetings, correspondence, reports, and special projects.
• Maintains office supplies and identifies replenishment needs.
• Maintains the confidentiality of employee, medical, legal, and other sensitive District information.
• Perform other duties as may be required.

• A high school diploma or GED equivalent is required.
• At least 2-3 years of office experience is required.
• A working knowledge of the fire service is a plus but not required.

• Must be a citizen of the United States.
• Must be at least 18 years of age.
• Valid Texas Driver's License and successfully pass the pre-employment background check.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, SharePoint), including the ability to operate standard office equipment and learn District software and records system.
• Must obtain and maintain a current Texas Notary commission.
• Ability to exercise independent judgment and to manage and communicate confidential information effectively.
• Ability to interact professionally and courteously with the public, employees, elected officials, vendors, and external agencies.
• Ability to organize and prioritize multiple tasks with frequent interruptions.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Possesses excellent professional communication, both verbally and in writing.
• Ability to work independently and as part of a team.

This is primarily a sedentary office position that requires the ability to lift, bend, squat, kneel, reach, and stand for long periods. Employees may be required to occasionally lift, carry, push, and pull materials and objects up to 40 lbs.

Employees work in an office environment with moderate noise levels and controlled temperatures, with no direct exposure to hazardous physical substances. Employees may engage with distressed staff and/or public and private representatives while interpreting and enforcing departmental policies and procedures.

The above statements aim to outline the general scope and nature of the work involved but do not cover every responsibility, duty, or skill that might be needed. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Monday to Friday, 8:00 AM to 5:00 PM (1-hour unpaid lunch break).