Job Summary

Under general supervision of the Communications Director, the Communication Center Assistant/Central Office Receptionist will back-up the Communication Center assisting with production and communication center needs, create spreadsheets using spreadsheet applications; perform receptionist’s duties, which include: greeting the public in person or on the phone and directing them to the proper department; processing incoming and outgoing mail, both US, UPS and FedEx; assist in the coordination of courier services; other related work as required.

Examples of Duties

• Serves as additional typesetting support for the Communication Center using both word processing and desktop publishing programs;
• Checks completed projects from print shop for completeness and packages them for delivery; receives incoming/outgoing UPS and US mail;
• Receives and fills orders for forms, maintains filing systems; performs receptionist duties including the operation of multi-line telephone equipment; greets visitors and the general public; answers inquiries or refers to proper official;
• Trains substitute employees in receptionist duties; operates fax machine;
• Assists public in filling out Communication Center work orders to ensure completeness;
• Assists in communications center production for jobs including but not limited to collating, binding, and processing work orders;
• Performs other duties as requested.

Employment Standards

Education and Experience

• Graduation from high school or equivalent level of basic competence, word processing and desktop publishing experience; experience in office environment desirable;
• Clerical and business experience involving a high degree of public contact.

Knowledge of:

• Proper oral and written English usage;
• Basic concepts of print design and layout;
• Telephone etiquette, multi-line techniques and procedures;
• Recordkeeping;
• Modern office terminology, procedures and equipment, including but not limited to: computers, fax machines, print shop collating machines and E-mail;
• Knowledge of K-12 education, desired.

Ability to:

• Work without direct supervision;
• Communicate with tact and courtesy;
• Use the following software programs: Microsoft Word, Excel, PageMaker, Adobe Suite, InDesign (or similar applications);
• Present pleasant, professional and responsible attitude when greeting people via phone and in person;
• Read and comprehend fine print such as spreadsheets, manuals, etc.;
• Establish and maintain effective working relationships with a variety of individuals and groups;
• Serve as a liaison with outside agencies/organizations;
• Proofread text efficiently;
• Use good judgment;
• Maintain security of confidential information;
• Respond to routine inquiries;
• Use proper English with correct spelling and punctuation;
• Follow oral and written directions;
• Operate all necessary office equipment;
• Adapt to changing work demands;
• Maintain high level of organization with minimal supervision;
• Manage task priorities to meet deadlines;
• Work in an environment with constant interruptions and frequent deadline pressures while maintaining a calm demeanor;

Safety and Environmental Considerations for Position

• Handle various chemicals such as rubber cement, correction fluid, Photo mount, deglaze, etc., which can be hazardous if ingested, inhaled, or otherwise handled in an unprofessional manner;
• Work with sharp instruments (cutting blade, scissors, paper cutter, etc.);
• Lean or stand for periods of time;
• Sit on elevated chairs with wheels and having to maneuver on them;
• Work in high-production/pressure environment with constant interruptions;
• Lift binders, supplies, paper boxes, etc., occasionally in excess of 50 pounds;
• Work around equipment with numerous moving parts, rollers and noise; i.e., collator and presses;
• Be very agile (ability to stand, sit, climb ladders, stoop, etc.) with a high degree of confidence and speed.

Recommended Range 27 | Personnel Commission approved : 4/11/2017