Receptionist Job at Delaware County in Delaware

Overview

The Receptionist is responsible for managing front-office operations, including answering a multi-line telephone system, greeting visitors, and providing assistance to clients and other stakeholders. This role also involves clerical support across all departments and assisting with social media posts. The incumbent will contribute to ensuring smooth operations and a professional, welcoming environment. The incumbent reports to the Office Manager.

Qualifications

High School diploma or GED required. Previous experience in office settings preferred.

Responsibilities

• Work includes routine, recurring tasks and operations that follow established procedures.
• Supervisor will periodically review work to ensure accuracy, timeliness, and compliance with policies and procedures.
• Errors are typically contained within the office and are easy to correct without significant disruption to office operations.
• Answer incoming multi-line telephone system, direct calls to appropriate departments or individuals, and relay messages as needed.
• Receive, screen, and route calls related to requests from residents, businesses, the Sheriff’s Department, and other entities. Topics may include road maintenance, public safety concerns, and other community services.
• Greet visitors, determine the purpose of their visit, provide necessary information, and schedule appointments.
• Perform data entry, word processing, and related computer tasks, including maintaining records in systems like accounting software and TrakIt.
• Distribute mail and packages efficiently and ensure proper record-keeping.
• Assist with the copying, faxing, and filing of documents as required.
• Provide support for special projects as needed by different departments.
• Back up the Permit Department when necessary.
• Non-essential functions: Assist with various special programs managed by the Administration Department; perform any other related functions as needed or requested by the supervisor.

Work Environment and Physical Requirements

• Physical Demands: Sedentary work, including the occasional lifting of up to 15 pounds.
• Physical Activity: Regular hand and finger movement (typing, phone use), talking, listening, and performing repetitive motions.
• Visual Requirements: Reading, writing, and extended periods of screen time (viewing computer terminals).
• Work Environment: Primarily indoor office work with no exposure to adverse environmental conditions.

Job Requirements and Difficulty

• Equipment: Incumbent uses the following equipment: computer and office software programs, copier, telephone, calculator, facsimile machine, and other equipment necessary to perform required duties.
• Critical Skills/Expertise:

• A friendly and professional telephone demeanor.
• Strong organizational skills for managing multiple tasks and maintaining records.
• Ability to communicate effectively, both orally and in writing.
• Proficiency in operating a multi-line phone system.
• Capability to handle moderate volumes of paperwork and information.
• Accuracy in typing, transcription, and document management.
• Basic understanding of accounting and math concepts.
• Ability to remain composed when interacting with upset or frustrated individuals.
• Familiarity with community programs, resources, and local agencies.
• Knowledge of departmental policies and procedures.
• Basic understanding of the County’s roadway system