Administrative Specialist - Front Desk

Application Deadline: 3/28/2024
Starting Salary Range: $19.21 - $23.05 per hour, commensurate with qualifications and experience
Location: Main Office
FLSA Status: Non-exempt
Classification: Full-time
Safety Sensitive: No

GENERAL DESCRIPTION:

Serves as the Administrative Specialist at the Front Desk answering a multiple line phone system and managing calls by screening calls, answering basic inquiries, routing calls to the appropriate extensions or taking messages as appropriate. Greets visitors to the building, handles basic inquiries, directs visitors to appropriate staff and notifies staff when someone is there to meet or visit them. Serve as the face of MWCD, offering friendly service to those entering the building or calling on the phone. Responds to inquiries either in person or on the phone. Maintains the building visitor log ensuring there is a record of who is entering and exiting the building. Assists the Natural Resources and Land Management group with a variety of tasks including permitting, correspondence, database management, and other clerical operations.

EQUIPMENT AND/OR SOFTWARE OPERATED/USED:The following are examples only and are not intended to be all inclusive:

Computer, folding machine, postage meter, copier, phone, general office equipment, Microsoft Office 365, Hyland OnBase, Axis Camera, EagleView CONNECTExplorer (Pictometry); Clover payment system

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:

None.

Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered light work.

JOB DESCRIPTION AND WORKER CHARACTERISTICS:

JOB DUTIES in order of importance

ESSENTIAL FUNCTIONS OF THE POSITION:

20% (1)

Performs the function of Administrative Specialist at the Front Desk at the main office reception area; answers a multiple line phone system managing and screening calls that are routed to the operator by answering basic inquiries, transferring calls to the appropriate staff or facility, and taking messages, as necessary; ensures that staff receive any messages taken from callers so that follow-up can be completed; greets in-person visitors, notifies staff of visitor arrivals as necessary and maintains visitor sign in/sign out register.

50% (2)

Assists the Natural Resources and Land Management group with inquiries from the public including cottage site lessees, dockers, and contractors; assists with data entry/data base management of the OnBase system; assists with data input into spreadsheets, tracking, reports, scheduling, file management (Excel); assists with accounts payable where appropriate - requisitions, invoices, etc. (SSI); assists with processing of requisitions, invoices, and purchase orders for Natural Resources/Land Management staff as assigned; assists Lease Coordinator with lease inspection process; assists Lease Technicians with construction and tree permitting processes; assists Lease Assistant with Lease document preparation and filing, assists with the coordination of Natural Resources/ Land Management special projects as assigned; prepares and proofs correspondence for Natural Resources/Land Management group; files correspondence and other records for administration staff as assigned; assists with issuance of docking decals and related documents and accepts payment for same.

15% (3)

Performs other clerical duties as requested by staff, such as basic word processing, filing, faxing, photocopying, or preparing envelopes for mailing; maintains the Front Desk, mail and visitor reception area and personal work area in a neat and tidy manner, keeping it clean and free of clutter.

10% (4)

Sorts main office incoming mail daily, date stamps mail and routes incoming mail to appropriate department, park, marina or other MWCD facility location; notifies other facilities when a package arrives at the main office for pick up; maintains postage meter and processes all outgoing mail; accepts, determines appropriate routing, and notifies staff in a timely manner of deliveries to the main office building (this includes deliveries for Annex employees and park/marina employees); notifies other facilities when a package arrives at the main office for pick up.

Maintains required licensures and certification, if any.

Meets all job safety requirements and all applicable safety standards that pertain to essential functions.

Demonstrates regular and predictable attendance.

OTHER DUTIES AND RESPONSIBILITIES:

5% (5)

Performs other related duties as assigned.

Attends meetings, as directed; attends training and seminars, as directed.

MINIMUM ACCEPTABLE CHARACTERISTICS: (*indicates developed after employment)

Knowledge of: Agency policies and procedures; basic accounting; money handling; office administration.

Skilled in: Public relations; computer operation; written and verbal communication.

Ability to: Communicate effectively; work with the public; adapt and multi task; work independently.

POSITIONS DIRECTLY SUPERVISED:

None.

QUALIFICATIONS:

Completion of high school (12th school grade) or possession of a GED Certificate; six (6) or more months of related experience; or any equivalent combination of education, experience, and/or training which provides the required knowledge, skills, and abilities to perform the essential functions of this position.