Under the general direction of the Director of Justice and Correctional Services and the immediate supervision of the Coordinator of Justice (Community/ Courts), the Receptionist/Secretary is responsible for greeting visitors and informing the appropriate justice personnel of their presence and carrying out various clerical tasks, including operating telephone and office equipment. The incumbent is also responsible for coordinating the usage of courtrooms and mediation and family conference rooms and providing support to court personnel and other groups utilizing the facility.
Answer the telephone, oversee incoming faxes and electronic inquiries received through the general electronic email of the organization and relay telephone calls, messages, faxes and electronic mails to the appropriate employee and/or department.
Receive, record and distribute all incoming and outgoing mail and parcels according to established procedures regarding general and confidential information.
Prepare and budget code all general invoiced for approval by the Director of Justice and Correctional Services.
Order and keep an inventory of all office supplies.
Assist in arranging travel schedules and reservation, code travel claims, get the appropriate approvals and send it to appropriate party.
Assist in typing and formatting correspondence.
Assist in compiling and preparing documents for presentations and meetings.
Open and maintain office addresses and contact lists in Microsoft Outlook, rotary and card files.
Support the Coordinator of Justice (Courts/Community) in regulating the inflow of clientele in secured areas of the facility during court sitting.
Grant access to scores areas and direct visitors to the appropriate employee.
Keep track and collect all security keys at the end of court sessions.
Carry mail to airport, as necessary.
Perform other related tasks as requested by the Coordinator of Justice (Courts/Community)/ Director of Justice and Correctional Services