Receptionist - Part-Time

Salary : $16.91 - $21.56 Hourly

Location : PCB, FL

Job Type : Part-time

Job Number : 00436

Department : Administration

Division : Administration

Opening Date : 09 / 12 / 2024

Description

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.
• Performs accounts receivable.
• Files and retrieves information as needed; establishes and maintains a variety of tangible files.
• Matches checks to receipts and prepares for mailing.
• Researches, compiles, organizes, and analyzes data for special projects or reports as assigned.
• 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.
• One to two years of related experience to understand the basic principles relevant to the major duties of the position.
• Notary Public for the State of Florida or ability to obtain within six months of employment.
• Bi-lingual English / Spanish skills preferred.
• 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.

SUPERVISORY CONTROLS

The Human Resources Director or designee assigns work in terms of somewhat general instructions. Others may provide functional supervision.

The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY / SCOPE OF WORK

• The purpose of this position is to provide reception and administrative support for Administrative Departments / Divisions, including, but not limited to City Manager's Office, City Clerk, Communications, Finance, IT, and Human Resources & Risk Management which contributes to the complexity of the position.
• The work consists of related customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide customer service and clerical support for the operations of the department. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

• Contacts are typically with co-workers, other city employees, delivery persons, and the general public.
• Contacts are typically to give or exchange information and provide services.

PHYSICAL DEMANDS / WORK ENVIRONMENT

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, bending, crouching, or stooping.

The employee occasionally lifts light and heavy objects.

The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Does not apply