Receptionist

Job Title

Professional and efficient managing of the public, telephone calls and messages, maintain the misdemeanor dismissal list, as well as a variety of clerical duties that support consumer services, information and referral and the operation and presentation of a professional office.

Essential Duties and Responsibilities

Performs duties assigned by the District Attorney and the Chief Secretary.

When on duty, insures the reception station is staffed 100% of the time.

Promptly, accurately, professionally, and courteously receives 100% of all telephone calls and visitors.

Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages.

Adept at using all features of the telephone system and voice mail.

Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts same into appropriate mail boxes for distribution.

Signs for deliveries when necessary and notifies recipients.

Insures 100% of visitors receive forms; ensures blank forms are available and legible.

Maintains a thorough working knowledge of and adheres to organization/project policies, regulations, and procedures.

Keeps immediate supervisor well-informed of activities, results of efforts and problems; identified or potential.

Respects confidentiality in discussing visitors, staff, and organizational matters.

Maintains confidentiality of organization, fiscal and personnel related information.

Performs routine office tasks necessary for the operation and presentation of a professional office as observed by the supervisor.

As needed, assists with clerical tasks to include typing, filing, proofreading, maintenance of service logs, and data entry.

Exhibits genuine concern for visitors and staff, and always conducts oneself appropriately and professionally.

Reports to work regularly and on time.

When defense attorneys or their staff request to view a file, determine if they are the defense for that particular defendant, locate any work product and remove from the file. When the file is returned, return the paperwork and place file where it was found;

Type dismissals (on typewriter) when necessary;

Maintain the misdemeanor dismissal list;

Assist intake personnel in assembling files when time permits.

Qualifications, Education, and/or Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. High school graduation or its equivalent, plus at least one year of experience, or any equivalent combination of education and experience which provides the required knowledge, skills and abilities.

Knowledge, Skills and/or Ability

Must be able to operate a computer efficiently and accurately. Will be required to use Microsoft Word and Excel; read and understand manuals, instructions and documents; work well with others in a close, somewhat chaotic environment; analyze situations at front desk and determine who to best refer calls or visits to; focus on task at hand while prioritizing next several tasks; Must have ability to learn the difference between the types of mail received in this office and file paperwork accurately; Must have knowledge of office procedures; must represent this office in a professional manner by conduct, appearance and attitude; will be expected to participate in helping others when time allows;