Receptionist, Grant Funded, Community Action Agency

Webb County (TX); Las Blancas Colonia (TX); On-site; USD 32,000 - 46,000; Full time

Job summary

Webb County is seeking an administrative support professional to provide clerical and customer service assistance for agency operations. The role greets visitors at the front desk, screens calls, and delivers information across in-person, phone, and email channels.

Responsibilities include maintaining office supplies, coordinating meetings and travel, processing invoices, and ensuring accurate records. The position requires a High School Diploma or GED and at least one year of related

Qualifications

• Must have High School Diploma or GED.
• At least 1 year of experience in a related field.
• Proficient in Microsoft Office Suite.
• Ability to communicate in English and Spanish.

Responsibilities

• Greeting, screening, and directing visitors at the front desk.
• Answering, screening, and directing phone calls; providing information in person, by phone, and by email.
• Maintains tidy reception and supplies; distributes messages in a timely manner.
• Coordinates meetings, travel, and accommodations; prepares vouchers and materials.
• Maintains office inventory, processes invoices/requisitions, and manages documents and filing.

Skills

Customer service

Microsoft Office

Communication

Organization

Education

High School Diploma or GED

Job description

This position provides clerical and customer service support for agency operations.

• Receiving visitors at the front desk by greeting, welcoming, directing, and appropriately announcing them.
• Answering, screening, and directing phone calls.
• Provide basic and accurate information in person, by phone, and via email.
• Ensures that messages are distributed in a timely manner.
• Ensures the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures).
• Establishes and maintains harmonious working relationships with agency employees.
• Performs duties such as making copies, scanning documents, faxing, etc.
• Maintains office inventory.
• Orders, distributes, and maintains an inventory of supplies and equipment.
• Assists with the preparation and submission of office invoices and requisitions.
• Assists with the completion of documentation for the receipt of goods.
• Keeps updated records of office expenses and costs.
• Manages and ensures the maintenance of office equipment.
• Coordinates meetings by organizing agendas, meeting spaces, food, accommodations, and meeting materials.
• Maintains company vehicles.
• Coordinates IT and special requirements for meetings, such as laptops, screens, projectors, etc.
• Arranges travel and accommodations and prepares vouchers.
• Photocopies, files, and maintains documents.
• Maintains efficient filing systems.
• Prepares forms, letters, and documents.
• Sorts and distributes mail.
• Prepares new administrative forms as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of county and departmental policies and procedures.
• Knowledge of modern office practices and procedures.
• Knowledge of computers and job-related software programs.
• Skills in prioritizing and organizing work.
• Skill in the use of standard office equipment.
• Solid written and verbal communication skills.
• Professional attitude and appearance.
• Strong customer service skills.
• Proficiency in Microsoft Office Suite.
• Ability to be resourceful and proactive when issues arise.
• Ability to work with confidential and sensitive information.
• Ability to communicate orally and in writing in the English language and orally in the Spanish language.

• Must have a High School Diploma or GED from an accredited institution.
• Must have at least one ( 1 ) year of experience in a related field.

Complexity/Scope of Work

• The work consists of related clerical duties; frequent interruptions add to the position's complexity.
• This position provides clerical support for the department's operations. Successful performance contributes to the efficiency and effectiveness of those operations.

Physical Demands/Work Environment

Occasionally

• Ascending or descending ladders, stairs, scaffolding, ramps, poles, etc.
• Moving to accomplish tasks or moving from one worksite to another.
• Adjusting or moving objects up to 20 pounds in all directions.
• Operating motor vehicles or heavy equipment.
• Driving a County vehicle or a personal vehicle for County business.
• Working in low temperatures.
• Working in high temperatures.
• Working in outdoor elements such as precipitation and wind.
• Working in noisy environments.

Constantly

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Communicating with others to exchange information.
• Repeating motions that may include the use of wrists, hands, and/or fingers.
• Assessing the accuracy, neatness, and thoroughness of the work assigned.
• Sedentary work that primarily involves sitting and/or standing.

Other Requirements/Information

• Must possess a valid and current Texas Driver's License with an acceptable driving history. *If the applicant holds an out-of-state license, a State of Texas Driver’s License must be obtained prior to employment.
• The Webb County Drug and Alcohol Policy applies to this position. Pre-employment drug and alcohol testing, a Motor Vehicle Record (MVR) check, and a criminal background check are required.
• If applicable, this position may be covered by the Civil Service Rules and Regulations and, therefore, may be subject to those rules and regulations in addition to all other Webb County policies.
• Webb County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodation to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
• If applicable, this position may be required to work nights, weekends, holidays, and emergencies (man-made or natural) to meet the business needs of the County. This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job.
• For positions funded in whole or in part through a grant award, employment is contingent upon the continued availability of grant funds and compliance with the terms, conditions, and limitations of the applicable grant agreement. Compensation, benefits, and leave accruals, including vacation, sick leave, and other paid leave, may be subject to grant-specific requirements, to the extent permitted by applicable law and County policy.
  The reduction, expiration, or termination of grant funding may result in the modification or elimination of a grant-funded position.
• This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.