Description of Job
Work Unit:
This work unit provides general administrative, fiscal, agricultural project analysis and other professional support to the Commissioner of Agriculture, the Executive Offices, and the eight divisions of the Colorado Department of Agriculture. Services include general agency management; oversight of administrative activities; personnel administration; public affairs; public relations; legislative liaison; develop and implement agency policies and directives; and collaborate with the Agricultural Commission with regard to agricultural issues.
Position:
This position will need to work at the Broomfield Office Monday through Friday, from 8 am to 5 pm.
This position is the primary individual responsible for greeting all guests, and answering incoming calls on Department phone lines. This position is responsible for “customer friendly” service and presenting a positive image of the department to the public in person, by telephone, and through email communications. This position is responsible for the upkeep of the office reception area and adjoining conference room and kitchen areas. This position will be responsible for monitoring security cameras, receiving deliveries, the daily sorting and distribution of Departmental mail, ordering office supplies, scheduling conference rooms, and providing general administrative support to the Commissioner’s Office.
Duties:
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Answer incoming calls to the Departments main phone lines.
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Assist in maintaining and updating the Front Desk Procedures Manual, employee phone lists, and other directories or resources.
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Use print resources, general department knowledge or the internet to provide basic information and/or direct callers to the appropriate office, at times this may include directing the caller to other state or governmental agencies.
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Take written messages and deliver to staff when appropriate.
Responsible for maintaining and updating information resources, phone lists, and contact information for functions of the Department, the agricultural industry and other state agencies so that calls can be answered or transferred accurately and efficiently. -
Track and provide statistics on volume of calls and assist management in determining resource needs to better serve our customers.
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Observe and monitor security cameras. Alert management team or facilities staff immediately regarding suspicious objects or activities and unusual occurrences or concerns.
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Greet all employees and visitors.
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Check in and out all guests, issue appropriate guest badges and provide general assistance.
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Maintain lobby area, adjoining conference room and kitchen in a neat and orderly fashion.
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Receive daily mail from mail services personnel. Sort all daily Departmental mail for appropriate divisions. This may require the position to lift mail tubs or large packages and carry to the appropriate service area.
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Schedule conference rooms and Meet-Me conference call resources for CDA employees using calendars in Google Mail.
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Order requested office supplies for Commissioner’s Office staff.
Maintain conference room supplies. -
Make copies, scan and email documents, send faxes, sort and alphabetize documents, compile packets of information, and mail materials as requested.
