Job Title

This role performs receptionist duties, data entry and document preparation, filing, processing of incoming and outgoing mail, and otherwise relieves department staff of clerical work and minor administrative detail. Operates a multi-line telephone system. Provides daily administrative support to staff as it relates to case preparation and general office production.

Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Answers telephone calls and responds to questions from staff, citizens, and third-party callers. Routes calls to appropriate staff and takes messages as needed

• Greets visitors, performs basic screening and visitor tracking, answers questions, and directs visitors to appropriate staff members

• Performs basic data entry using spreadsheets and departmental software

• Maintains payroll and expense records, some of which may be confidential or financial in nature

• Composes and types routine correspondence for staff approval, including letters, memos, reports, forms, purchase orders, presentations, and setup files. Prepares materials for committee and other meetings

• Receives, reviews, and routes incoming mail. May prioritize mail and perform follow-up on requests

• Prepares outgoing mail and correspondence, including email and faxes.

• Makes routine runs to the post office, City of Raleigh offices, and other nearby entities, primarily within walking distance

• Organizes and maintains filing systems, including correspondence and other records

• Arranges conference calls, schedules appointments, and reserves conference rooms

• Makes copies of correspondence and other printed materials

• Orders and maintains office supplies

• Prepares and submits vouchers

• Provides basic administrative support to Attorneys and Paralegals as needed

Typical Qualifications

Education and Experience:

High School diploma or G.E.D. equivalency; 1 to 3 years' experience in administrative support, office support, customer service, or related field OR Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted

Additional Information

Knowledge of:

• Modern office practices and procedures including the use of standard office equipment and computer applications such as word processing, database, and spreadsheet applications

• Customer service principles

Skill in:

• Organizing tasks, meeting deadlines and prioritizing competing demands

• Providing attention to detail in work assignments

Ability to:

• Compose and maintain basic original documents including reports, presentations, and correspondence

• Perform basic research, compile and assemble data

ADA and Other Requirements:

Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.

Work Environment: Work is typically performed in an office or similar indoor environment.

Work Exposures: Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to Individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.