Receptionist

Position Description

Subject to management approval, performs highly responsible, complex, technical and confidential secretarial and clerical functions of an administrative nature relating to the operation of the Chief Clerk's Office in the Bureau of Administrative Law Judges. In addition, this position provides information and assistance by typing, record processing and general office support functions, including being the first point of contact for visitors and callers.

Essential Functions

• Opens, date stamps, and distributes incoming mail, related to public utility formal proceedings, code part filings, tariff matters and Annual Reports. Exercises discretion and judgment concerning sensitive or confidental information contained therein.

• Types a variety of routine documents by using a personal computer and its related software programs and applications. Documents may include use of specialized terminology related to administrative law or the regulated industries, so an understanding of these terms is required to ensure clarity and accuracy; determines proper format and modes of address; proofreads for appropriate punctuation, grammar, spelling, capitalization and typographical errors; prepares and transmits correspondence and other materials by mail, e-mail, or fax, as required.

• As receptionist for the Chief Clerk's Office, greets representatives of public utilities and other parties to Commission proceedings, ICC staff, and members of the public; responds to inquiries of a technical nature in person or by phone, exercising discretion and judgment in referring sensitive issues, complex technical matters, and policy concerns to appropriate supervisor or co-worker.

   

• Gathers, researches, and compiles data for the preparation of reports and information, requested by the Chief Clerk or other interested parties. Creates charts and graphs of data by using a personal computer, word processing, and spreadsheet software.

Essential Functions Cont.

• Maintains telephone books, and area boundary maps. Maintains a variety of hard copy and computerized files for the Office of the Chief Clerk.

• Assists with the tariff compliance electronic and hard copy filings. Reviews Tariff filings to ensure the proper numeric sequence and compliance with ICC orders. Maintains and updates tariff lists. Identifies, develops, and recommends methods and forms to improve the processing and control of records. 

• Uploads all Orders and Commission Actions to the Secretary of State’s Metadata website on a monthly basis.

• Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to two years of secretarial or business college, or completion of high school.
• Five (5) years previous secretarial or administrative support experience.

Preferred Qualifications

• Prefers extensive knowledge of the personal computer and its related software programs (spell out) and applications.
• Prefers extensive knowledge of composition, grammar, spelling and punctuation.
• Prefers the ability to effectively communicate in English both orally and in writing.
• Prefers knowledge of ICC programs, policies, procedures, rules and regulations.
• Prefers knowledge of alpha numeric sequences.
• Prefers the ability to type accurately.
• Prefers knowledge of office practices, procedures and programs.

Employment Conditions

• Requires the applicant to pass a background check and self-disclosure of criminal history.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.