Receptionist - District Attorney's Office - Rockwall County, Texas

JOB TITLE: Receptionist

DEPARTMENT: District Attorney

SUMMARY: The purpose of this position is to answer and direct telephone calls, greet and assist visitors, and maintain a professional front desk atmosphere for the District Attorney's Office. The ideal candidate will be a team player and carry a positive and professional demeanor with strong customer service skills.

ESSENTIAL JOB FUNCTIONS:

• Answer telephone calls in a timely and professional manner.
• Direct phone calls and voicemails to appropriate personnel.
• Welcome and assist the public on the phone and in person with office inquiries in a pleasant and professional manner.
• Direct delivery personnel.
• Ensure office visitors are logged in with proper credentials.
• Maintain office conference rooms calendars.
• Contact/e-mail Grand Jury members regarding Grand Jury attendance.
• Accept restitution payments and issue receipts.
• Maintain and update contact lists.
• Receive requests from defense attorneys and transmit discovery files to defense attorneys.
• Receive documents from law enforcement, other county offices and defense attorneys.
• Document new case information in Excel spreadsheets.
• Create and circulate interoffice correspondence.
• Notarize documents.
• Support court personnel as needed.
• Perform other duties as assigned.

SUPERVISORY/BUDGET RESPONSIBILITIES:

This position has no supervisory or budgetary responsibilities.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of appropriate protocol to use when handling phone calls and addressing staff or visitors, including the use of titles for elected officials, law enforcement, military personnel, and judicial officials.
• Knowledge of word processing and spreadsheet applications.
• Skill in communicating with clarity and accuracy to convey information and with tact to resolve problems and conflicts while remaining empathetic if necessary.
• Skill in operating office equipment (e.g., computers, printers, copiers, and facsimile machines) and the ability to troubleshoot routine problems and to request and coordinate repair service when necessary.
• Skill in writing to include clarity, conciseness, logical ordering of ideas, use of proper sentence structure, spelling, punctuation, vocabulary, and grammar, as needed to compose, edit, and proof legal documents, correspondence, and other paperwork.
• Skill in oral communication to include clarity, accuracy, accuracy, and conciseness as needed to provide information to callers and visitors and route calls to appropriate personnel.
• Ability to handle information of a sensitive and confidential nature and to maintain the confidentiality of legal, criminal, or personnel matters.
• Ability to exercise sound judgment and discretion regarding disclosure and reporting of information.
• Ability to handle multiple tasks simultaneously, to complete work despite frequent interruptions, and to organize and prioritize tasks.
• Ability to work independently with little supervision and guidance in a fast-paced environment.

MINIMUM QUALIFICATIONS:

• One (1) year experience of working as a receptionist or similar position.
• Must be knowledgeable and functional with Microsoft Products.
• Must be able to answer phones professionally.
• High School Diploma or equivalent experience.
• Professional dress attire.
• Bilingual (Spanish) preferred.

WORKING CONDITIONS:

Position is located in an office environment with little or no exposure to environmental conditions. Health and safety hazards are minimal. No protective equipment is required. Fine dexterity, sitting, hearing, talking and vision are constantly required. Frequently, walking, lifting, carrying, reaching, handling, pushing and pulling are required. Occasionally, bending and standing are required.

CONDITIONS OF EMPLOYMENT:

• Must successfully complete a pre-employment drug screen.
• Must successfully complete a background investigation.