Reno, NV
Administrative Aid 1. General Administrative Office Duties and Assistance: Provides dual / backup coverage for the District II reception desk, which includes greeting customers, providing information and direction to customer requests. Answers incoming calls by directing and transferring calls to the appropriate District / Department personnel. Ensures both internal and external visitors follow security protocol. Collects and receipt funds for the sale of maps, plans and specifications, chainer permits, as well as assisting the District II Permit Unit with their financial transactions as necessary and directed by the Unit’s Supervisor, Program Officer I, PCN 201020. Distributes the District II incoming interdepartmental and the United States Postal Services (USPS) mail. Expectation of representing the customer in a friendly yet professional manner, inclusive of first impression, conversing, mannerisms, and attire (business casual). All external and internal customers are to be greeted courteously and promptly, while not disturbing fellow teammates. Customer business needs are to be ascertained appropriately and if necessary, directs or escorts the customer to the appropriate staff, confirming the availability and/or appointment first. Customers and non-District II employees entering a secured area are directed to complete the Visitor Log. All external customers and contractors are to be provided a visitor badge that is to be clearly visible on the person. All exceptions to these expectations are to be preapproved by the Unit Supervisor. Incoming and transferred telephone calls are to be answered within three rings, and no telephone calls are to be lost due to lack of response or long hold times. Telephone calls are answered with the Department name (including District II), your name, and indicating willingness to help. Customer complaints are to be resolved immediately, including directing to the appropriate staff for resolution. Telephone calls are screened and transferred as per District II procedures. Messages are relayed accurately to the appropriate staff as soon a practicable, but no later than 30 minutes after receipt; emergency messages are to be delivered immediately. Written messages are to be clear, concise, and accurate with included information of caller name, title, company name, and return call telephone number; exact date and time the telephone call was received; a clear and detailed message; and free of grammatical/spelling errors. If a telephone call is received for the District Engineer when not available, the telephone call should be routed to the Business Manager, Administrative Services Officer, PCN 201035. Prior to releasing calls that are transferred to any District staff, the caller should be announced, and the purpose of the call explained; staff should then indicate if a message should be taken or the call released. All exceptions to these expectations are to be preapproved by the Unit Supervisor. Distribute all incoming interdepartmental or USPS mail within ½-hour of receipt. All mail is to be date stamped, except mail clearly labeled confidential. Confidential / sensitive mail received through the USPS is to be date stamped on the envelope; interdepartmental confidential mail will not be date stamped unless requested by the addressee. Ensures outgoing mail is placed in the mailbag a minimum of ½-hour prior to pick up. Assures outgoing mail is labeled or address appropriately and, if necessary, adequate postage is applied. Deliver or pickup confidential and/or time sensitive paperwork from/to Headquarters or other District II office locations. The incumbent is the primary position for Carson City mail runs as per schedule or when directed by the Unit Supervisor. All exceptions to these expectations are to be preapproved by the Unit Supervisor.