Receptionist/Administrative Specialist



Class Description

Job Title: Receptionist/Administrative Specialist- Bilingual Reports To Finance Office Manager

FLSA Status: Non-Exempt

General Description

The purpose of this position is to perform a variety of administrative work and receptionist duties for the City of College Park. This position is the face, and voice of the City. It requires an individual who can demonstrate the ability to be helpful to residents in person, by phone, and in written communication professionally and pleasantly in English and Spanish.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job/class as necessary.

Essential Functions:

Provides customer service by answering telephones and providing information regarding the city and department's activities and programs.

Refers/directs inquires to the appropriate department or personnel. Ensures all calls are directed to correct personnel.

Serves as a translator (English to Spanish or vice versa) for the department and City as needed.

Schedules and maintains meeting room reservations, assist with room coordination for committee meetings.

Ability to manage multiple tasks simultaneously, prioritize work, solve problems, and meet deadlines.

Opens, sorts, and distributes mail to the appropriate departments.

Maintains inventory of office supplies, coordinates maintenance of office equipment, reorders as needed.

Answer parking radio and dispatch as needed.

Provides administrative support to the different departments within the City.

Additional Duties:

Maintains paper and electronic filing.

Retrieves information as requested from records, emails, minutes, and other related documents; prepares written data summaries when needed.

Fill in in Finance whenever needed. May prepare some reports.

Performs related work as assigned.

Responsibilities, Requirements, and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classifies, or formats data or information by a prescribed schema or plan to facilitate identifying and extracting useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies, and the general public.

Provides information, guidance, or assistance to people that directly facilitate task accomplishment; may give instructions or assignments to helpers or assistants.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving moderate economies or preventing moderate losses by handling or accounting of materials, and supplies

Mathematical Requirements:

Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication, and division and/or calculates ratios, rates, and percent's.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Outstanding verbal and written communications skills with fluency in both English and Spanish

Reads procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes some reports, forms, and business letters, with the proper format; speaks compound sentences using regular grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring some decisions that may affect the individual, co-workers, and the general public; works in a moderately fluid environment with guidelines and rules but frequent variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving; requires usual attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious - affects the work unit and may affect others.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves some walking or standing and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.


Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Requires responsibility for the safety and health of others and the occasional enforcement of the laws and standards of public health and safety.

Minimum Education and Experience Requirements:

Requires an associate degree or specialized courses/training equivalent to two years of college in business, clerical studies, or a related field.

Requires one year of clerical or administrative or closely related experience. Must be fluent in written and spoken Spanish.

Special Certifications and Licenses:

Maryland Notary License.

Americans with Disabilities Act Compliance

The City of College Park, MD, is an Equal Opportunity Employer. ADA requires the City to pr

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