Receptionist - Part Time

Job Description:

Receptionist - Part Time

This position is responsible for providing administrative and customer service support for City Hall operations.

Examples of Duties

• Answers telephone switchboard; answers questions and screens calls; provides information to the general public. Identifies sensitive issues and brings them to the immediate attention of director/management.
• Guides visitors through the check-in process and maintains visitor records; assists visitors with information.
• Receives deliveries and arranges for the transfer of deliveries to other City departments.
• Receives all incoming mail (paper and electronic); gathers and forwards outgoing mail; routes mail; drafts routine responses and directs inquiries made in person, email or by telephone to appropriate individuals for response. Completes research upon request.
• Types, completes data entry, reviews, processes paperwork, maintains logs/directories, creates forms, scans and makes photocopies of various documents. Assumes responsibility for correct spelling, punctuation, grammar and format.
• Assists in updating the City’s website and intranet; posts and advertises positions upon request.
• Assists with the coordination of meetings/appointments, workshops, activities, and other events, which may include managing catering orders, set-up and clean-up.
• Files and retrieves information as needed; establishes and maintains a variety of tangible files.
• Researches, compiles, organizes, and analyzes data for special projects or reports as assigned.
• Assists employees with new and replacement ID badge requests.
• May assist in the Civil Service Board employee election process.
• May translate communications or documents as needed.
• Performs special projects as assigned.
  Performs related duties.

Typical Qualifications

MINIMUM QUALIFICATIONS

• High school diploma or GED.
• Two years of related experience.
• Notary Public for the State of Florida or ability to obtain within six months of employment.
• Bi-lingual English/Spanish skills preferred.
• Previous municipal government and human resources experience desirable.
• Equivalent combinations of education and experience may be considered.

Supplemental Information

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of computers and job-related software programs.
• Knowledge of customer service principles and practices.
• Knowledge of City and department policies and procedures.
• Knowledge of grammar, punctuation, and spelling.
• Skill in providing a high level of quality customer service to a diverse client base.
• Skill in the use of office equipment.
• Skill in listening well and communicating effectively verbally and in writing with various audiences.
• Skill in developing, organizing and maintaining accurate records and filing systems.
• Skill in accurately entering and maintaining data.
• Ability to achieve timeliness, completeness and assuring proper quality control.
• Ability to handle sensitive information confidentially and professionally.
• Ability to respond with tact, composure, and courtesy even when encountering contentious circumstances and assisting individuals who may be experiencing significant stress.
• Ability to adapt to interruptions, equipment failures, unusual demands or changing priorities.
• Ability to maintain appropriate keyboard skills necessary for successful job performance.
• Ability to listen well and communicate effectively verbally and in writing with various audiences.
• Ability to establish and maintain effective working relationships with City employees, insurance providers, governmental agencies, and the general public.