Administrative Specialist

Williamson County; Georgetown (TX); On-site; USD 28,000 - 36,000; Full time

Job summary

Williamson County is seeking a receptionist to warmly greet visitors and callers at the Administration Building in Texas, provide information and directions, and coordinate calendars for meetings and court setup. You will handle mail, phones, and basic clerical duties in a busy municipal office environment.

The role requires a high school diploma or GED and at least one year of customer service experience, with preferred bilingual English/Spanish abilities.

Qualifications

• High school diploma or GED required.
• One year of customer service experience.
• Proficiency with Microsoft Office Suite and multi-line telephone processes.

Responsibilities

• Provides information, assistance, and guidance to visitors and callers.
• Manages reception desk coverage and event calendars for the building.
• Operates county switchboard and routes calls to appropriate departments.
• Retrieves, sorts, and distributes mail and faxes.
• Maintains visitor areas and common spaces; assists with clerical tasks as needed.
• Supports staff with meetings, trainings, and special duties.

Skills

customer service

bilingual English Spanish

Education

High school diploma or GED

Tools

Microsoft Office Suite

Multi-line telephone systems

Job description

Reporting directly to the Office Administrator, responsible for providing information, assistance, and guidance to the various Williamson County Administration Building visitors and callers.

• Provides customer service to internal and external customers via telephone, email and in person
• Retrieves, sorts, and distributes incoming mail and faxes
• Provides information and directions to all visitors and callers including coordinating assistance for internal and external agencies
• Oversees conference rooms and commissioner courtroom calendars for booking and use
• Enter workorders for repairs and collaborates with county staff on maintenance issues
• Performs light housekeeping and maintains visitor areas and common spaces
• Assist department staff and management with events and other clerical duties as needed
• Attends all meetings and trainings as required
• Performs special duties as assigned

Reception Assignment

• Provides coverage at a reception desk to assist visitors and callers
• Handles and manages all event calendars for the Administration building and facilities
• Prepares and set up courtroom for weekly Commissioners Court
• Serves as back-up to the switchboard assignment

Switchboard Assignment

• Operates county switchboard and answers phone calls to be routed to appropriate department
• Assist with translating calls as needed
• Assists and maintains internal and external phone numbers and addresses database
• Serves as back-up to the reception assignment

ORGANIZATION RELATIONSHIPS

• Reports directly to – Office Administrator
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying

ENVIRONMENTAL FACTORS

• Work is primarily indoors in an air-conditioned environment

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

• High school diploma or GED
• One (1) year of customer service experience
• Knowledge of Microsoft Office Suite and multi-line telephone processes

LICENSES AND CERTIFICATIONS

• N/A

PREFERRED QUALIFICATIONS

• Bilingual in English and Spanish

EMPLOYMENT TESTING

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes
• Motor Vehicle Record check: Yes
• Drug screening: No
• Physical exam: No
• Psychological exam: No
• Additional: N/A

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

TOBACCO FREE WORKPLACE POLICY

Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.