Receptionist

The Receptionist reports to and works under the general direction of the Deputy City Secretary. This position performs a range of internal and external customer service responsibilities, serves as an office liaison, facilitates communication between departments, specializes in customer interactions, and provides administrative support while maintaining professionalism, accuracy, and confidentiality.

• Answers the Red Oak Government Center main phone line and greets onsite visitors; ascertains the nature of their business; directs callers and visitors to appropriate personnel; and records and relays messages.
• Serves as an informational resource to residents, business owners, employees, and the public; provides information and assistance regarding department and division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms and documentation as requested; responds to routine questions or complaints; researches problems and complaints; and initiates problem resolution.
• Provides front-desk support by monitoring visitor access, following established safety and emergency procedures, and responding appropriately to building closures or emergency situations.
• Maintains confidentiality of City records, resident information, personnel information, and other sensitive materials encountered in the course of assigned duties.
• Assists with public records, document routing, scanning, filing, and records retention support in accordance with City procedures.
• Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with the public and City staff.
• Inventories and stocks break rooms with supplies; maintain the refrigerator and counter spaces are clean and tidy. 
• Services as backup to Administrative Assistant for mail and package pickup and handling.
• Facilitates efficient workflow and effective communication across departments by keeping immediate supervisor informed about processes, events, and issues.
• Represents the City of Red Oak in a professional, appropriate manner at all times.
• Supports the departmental operations with regular and timely attendance.
• Supports other departments with their special event needs, as needed. 
• Performs other related duties as assigned or required by supervisor.

EDUCATION & EXPERIENCE

• High School diploma or GED required. 
• At least one year of administrative and customer service experience is required. 
• Municipal government experience and bilingual English/Spanish skills preferred.

CERTIFICATIONS & LICENSES

• Valid Texas Class C Driver’s License and clean driving record. 

• Interacts professionally, courteously, and accurately with a high volume of internal and external customers in person, over the phone, and via email, with a high level of patience, professionalism, and organization.
• Ability to establish and maintain effective working relationships with a diverse population of people including, but not limited to, supervisors, coworkers, city elected and appointed officials, community partners, and the public.
• Responsible for encouraging and facilitating a harmonious working environment, recognizing the importance of being a team member that creates a positive working environment.
• Demonstrated ability to work independently, exercise initiative when performing assignments and resolving problems, make sound decisions, and effectively handle stressful situations.
• Ability to effectively plan, organize, and execute multiple tasks by assessing and prioritizing work and projects.
• Excellent written and verbal communication skills.
• Ability to understand and effectively carry out verbal and written instructions.
• Strong computer skills, knowledge of MS Office applications.
• Ability to use office technology and systems, including phone systems, email, copier/scanner equipment, databases, and customer service or records management software.
• Excellent organizational skills.