Clerical Specialist - District Attorney Receptionist

About the role

This is a customer-facing receptionist position within the District Attorney's Office, with approximately 75% of the role dedicated to answering and managing incoming phone calls. The individual will also perform various clerical duties to support office operations.

This position reports directly to the Office Supervisor and does not involve supervising other employees.

Responsibilities

• Answer telephone calls and receive visitors to the office.
• Provide exceptional customer service by effectively communicating with visitors via telephone, email, or in person.
• Resolve visitors' issues or direct them to appropriate staff for assistance.
• Manage all functions associated with the area of specialization, including establishing and maintaining files (alphabetic, chronological, numerical, or other basis).
• Retrieve requested materials from files and control file access through signing, date-stamping, or other identification methods.
• Assemble and copy Court records, agendas, case files, and other required documents.
• Prepare and mail large quantity/mass mailings, ensuring timely distribution to all required recipients.
• Scan, email, and mail documents efficiently.
• Compose correspondence using Microsoft Office, Outlook, and other necessary applications.
• Process all faxed and mailed correspondence received in the department, sorting and distributing to appropriate parties.
• Assist in training other clerical staff as necessary and participate in cross-training to develop areas of specialization.
• Act as a backup for other clerical staff in the office due to absences, vacancies, or assignments from the Office Supervisor.

Requirements

• Completion of a high school or general equivalency diploma.
• At least three (3) years of full-time professional clerical work experience in an administrative, professional, governmental, or judicial setting.

Skills

• Excellent communication and interpersonal skills, with the ability to listen effectively and maintain professionalism with a diverse clientele.
• Skill in gathering information and providing answers to visitors, callers, representatives from other offices, and the general public.
• Ability to remain calm and professional in stressful situations.
• Ability to establish and maintain effective working relationships with employees, supervisors, managers, residents, other agencies, and the general public.
• High energy level with the ability to multitask, establish priorities, and work independently in a fast-paced office environment.
• Excellent time management, prioritization, and problem-solving skills.
• Knowledge of computers and software, including word processing, Excel spreadsheet development, and Word document merges.
• Ability to maintain confidential and sensitive information.
• Basic knowledge of clerical practices and procedures, with the ability to use standard office equipment.
• Ability to read, write, speak, understand, and communicate in English.

Tools and Equipment

• Telephone
• Personal computer (including word processing, spreadsheet, and specialized software)
• Calculator
• Fax machine
• Scanner
• Copy machine

Physical Demands

• Frequently required to walk, sit, talk, and hear.
• Must occasionally lift and/or move up to twenty-five (25) pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The noise level in the work environment ranges from quiet to moderately noisy.

Pay

Pay Grade: CR/GR17 (FLSA Non-Exempt, eligible for overtime).