Administrative Assistant I (Receptionist)

The purpose of this position is to provide receptionist duties and administrative support for the Human Resources & Risk Management department. Incumbents in this classification perform work of a specialized nature which requires knowledge of departmental operations.

• Greets visitors at reception desk; answers phone calls and forwards to appropriate department/division; performs customer service functions; provides routine information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; research problems/complaints; and initiates problem resolution.
• Processes a variety of documentation associated with department/division operations within designated timeframes, and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files, maintains, and stores hardcopy records.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; and processes bulk mailing projects.
• Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; and replenishes paper supply in fax machine as needed.
• Performs related clerical support; types and sends email messages; screens incoming email messages; and copies and distributes forms, reports, correspondence, and other documentation.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Education and Experience:

Requires a High School diploma or equivalent and one (1) year of related experience in clerical or customer service work, or equivalent combination of education and experience.

Licenses or Certifications:

Depending on area of assignment, may require possession and maintenance of valid State of Georgia Notary Public certification .

Special Requirements:

Bilingual (English & Spanish) is highly preferred but not required.

Knowledge, Skills and Abilities:

• Knowledge of local government operations, administrative and clerical related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

Henry County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.