Receptionist - #308670

Position Overview

This role serves as the first point of contact for members, visitors, and staff, providing a welcoming and professional presence that reflects the organization’s commitment to exceptional service. The receptionist is responsible for greeting guests, answering inquiries (in person, by phone, and via email), and directing individuals to the appropriate departments or resources, ensuring every interaction is handled with courtesy and efficiency. Required to answer, screen and direct incoming calls and greet visitors who are directed to the reception area at TAC’s offices. Take messages and field requests for information from callers to TAC switchboard and online submissions. Post weekly in-house employee communications in shared spaces. Perform administrative tasks, including database entry, drafting correspondence and performing mail merges. Support TAC staff with various projects as needed.

Essential Job Functions

• Answer, screen, and direct phone calls to staff and other entities as appropriate; take messages and field requests for information from callers to TAC’s switchboard.
• Proactively familiarizes themselves with all TAC departments, services, and county-related functions. This includes maintaining up-to-date knowledge of departmental contacts, services offered, and county programs to ensure accurate information and referrals for visitors, callers, and staff.
• Consistently upholds the organization’s reputation for outstanding service by maintaining a positive, helpful attitude and delivering accurate information. The receptionist is expected to foster trust and confidence among members and the public, demonstrating professionalism and integrity in all communications and action.
• Maintain weekly in-house employee communications and post in all elevators and other identified spaces for the following week.
• Perform routine administrative tasks for Executive Servies, including database entry, occasional drafting of correspondence, performing mail merges, and other projects as assigned.
• Assist with contract workflow process, including providing updates of contract status and execution of proposals and contracts via DocuSign.
• Assist with tracking and assignment of fleet vehicles using fleet software.
• Maintain 5th Floor break room, including coffee service and cleaning/loading/unloading the dishwasher.
• Maintain inventory for coffee service and cleaning supplies, along with Snack Nation items.
Other duties as assigned

Non-Essential Job Functions

• Maintain reception area to present a professional appearance, including replenishing materials used by visitors.

Experience / Education Requirements

• High school diploma or equivalent required.
• Minimum of two years’ experience working in high call volume environment, including receptionist, call center or similar role.
• Basic understanding of administrative and clerical procedures and systems required.

Knowledge, Skills and Abilities

• Position requires excellent communication skills, both written and verbal, and the ability to relate to persons with a variety of cultural, economic and educational backgrounds.
• Position requires a high degree of professionalism in representing TAC, internally via contacts with board members, elected/appointed officials, visitors and employees. Also externally via contacts with vendors and tenants.
• Must be proficient in use of personal computer and Microsoft Office products, including Word, Excel and PowerPoint. Knowledge of SharePoint preferred.
• Must demonstrate a proactive approach to problem-solving with strong decision-making skills.

Supervisory Detail

• Supervision Exercised: No supervisory responsibility.
• Supervision Received: Supervised by procedures or by supervisor through periodic monitoring of progress and performance. May have latitude to determine sequence of own work tasks to meet clearly established schedules.

Working Conditions

• Location: TAC Building, Austin, TX
• Teleworking Agreement Available: No
• Required to work weekends, nights or be on call: No
• Travel Requirement: No
• Keyboarding: Always — Both
• Filing: Sometimes
• Operation of a computer mouse with their dominant hand: Always

Physical Requirements
1. Sitting Always
2. Standing Occasionally
3. Walking Occasionally
4. Speaking Always
5. Hearing Always
6. Squatting Occasionally
7. Bending Occasionally
8. Reaching Occasionally
9. Twisting Never
10. Crawling Never
11. Climbing Never
12. Driving a motor vehicle Never
13. Walking on rough ground Never
14. Exposure to changes of temperature/humidity Never
15. Exposure to dust/fumes/gases/chemicals Never
16. Being near moving machinery Never
17. Working from heights Never

This position requires: Occasionally lifting and/or carrying 11-24 pounds

LIMITATIONS AND DISCLAIMER:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.