Receptionist

Sunshine Enterprise USA; DeLand (FL); On-site; USD 19,286 - 20,664; Full time

Job summary

A governmental organization in DeLand, FL is seeking an experienced Office Specialist II. The candidate will handle a variety of clerical and administrative tasks, manage customer service interactions, and assist in office operations. Ideal candidates will have at least three years of experience in a similar role, proficiency in Microsoft Office, and a strong customer service orientation. Bilingual candidates are preferred.

Qualifications

• Minimum three years in a secretarial or administrative role.
• Experience in a fast-paced office environment.
• Preferred knowledge of social service grant programs.

Responsibilities

• Perform clerical, secretarial, and receptionist duties.
• Schedule appointments and manage correspondence.
• Assist in creating and monitoring office files.

Skills

Customer service skills

Time management skills

Bilingual in English and Spanish

Education

High school diploma or GED

Two years of post-high school education

Tools

Microsoft Word

Microsoft Excel

Job description

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Company Summary: Our client is seeking an experienced Office Specialist II responsible for advanced secretarial and clerical work coordinating various staff support/clerical operations or functioning in a specialized technical staff capacity for the Volusia County.

Position Summary:

The ideal candidate, at minimum, must have three years of performing secretarial/administrative assistant responsibilities, and demonstrating great customer service, and time management skills. This position will be working with the Community Assistance Division and encounter heavy face-to-face and over-the-phone customer traffic on a daily basis.

Responsibilities:

· Performs a variety of clerical, secretarial, and/or receptionist duties for a program activity or section of a division or department under direct and daily supervision.

· Schedules appointments.

· Gives information to callers.

· Screens telephone calls for Community Assistance division.

· Reads and routes incoming mail.

· Locates and attaches appropriate file to correspondence to be answered.

· Files correspondence.

· Maintains files and other pertinent records.

· Processes paperwork for accounts payable.

· Processes paperwork for purchasing materials.

· Relieves Manager of minor administrative details.

· Coordinates office operations with other activities and units of the county.

· Compiles technical data for use in an activity's operation.

· May serve as an office manager ensuring the efficient operation of the office.

· Creates and monitors files.

· Assists in creation and monitoring of waiting lists.

· Assists with administrative tasks.

· May perform tasks delegated by supervisor which may require discretion and judgment.

· May complete special assignments and special projects with little or no supervision, such as procedural guides within the division.

· Researches and develops material for the supervisor's use.

· Plans, initiates and carries to completion clerical, secretarial and administrative activities.

· May be assigned to other county locations based upon operational needs.

· Attends work on a regular and consistent basis.

· Must adhere to Federal, State, County and Local ordinances.

· Responds to emergency situations.

· Performs other duties as assigned.

Minimum Qualifications:

· Graduation from high school or possession of a GED, plus one (1) year of Office Specialist I work experience with Volusia County; OR Graduation from high school or possession of a GED, plus four (4) years of progressively responsible secretarial/administrative assistant work.

· Two (2) years of post-high school education can be substituted for two (2) years of the required experience.

· The preferred candidate, having met the minimum requirements, will have at least three (3) years of experience in customer service working in a fast-paced office environment and be proficient in Microsoft Word and Excel.

· Basic knowledge of Federal, State or local social service grant programs is also preferred.

· Bilingual in English and Spanish is strongly preferred.

ADA REQUIREMENTS:

· Physical Demands: Ability to lift, carry, push and/or pull 10 pounds. Ability to see, hear and speak, finger dexterity.

· Environmental Demands: Work Inside, be able to work in a face-paced environment with a large influx of customers / clients.

· Mental Demands: Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compounds, complex sentences and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division.) Ability to analyze data and develop a conclusion.

Knowledge & Abilities:

· Knowledge of modern office practices and procedures.

· Knowledge of division programs.

· Knowledge of the principles of management and their application to the administration of governmental affairs.

· Knowledge of research techniques.

· May require knowledge of basic accounting principles and procedures.

· Knowledge of business English and basic math.

· Able to exercise judgment and discretion in applying and interpreting policies and procedures.

· Able to carry out complex oral and written instructions.

· Able to use judgment and discretion in the execution of duties.

· Able to establish and maintain effective working relationships with other employees and the general public.

· Able to initiate and install administrative programs and procedures and to evaluate their effectiveness.

· Able to work under stressful conditions.

· Able to interact effectively with others.

· Must be able to relocate to other county locations based upon operational needs.

Please see HR for information on physical demands and the work environment of this job.

Sunshine Enterprise USA is an “Equal Opportunity Employer—Minorities, Females, Veterans and Disabled Persons”

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Temporary

Job function

• Job function

  Administrative

• Industries

  Government Administration

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