Receptionist

review the recruitment brochure

DEFINITION A community services receptionist typically performs a wide variety of clerical duties with efficiency and accuracy; answers/directs telephone calls; assists/directs visitors; performs tasks using a variety of software applications; provides information and assistance to the public; and performs related duties as required. The successful candidate will be a highly organized professional and a self-sufficient individual who is trustworthy, flexible and has excellent office, and interpersonal skills .

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory and managerial staff. Exercises no direct supervision over staff.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides effective/efficient customer service to the public and City staff.
• Receives and directs incoming calls; assists and directs Civic Center visitors; and refers inquiries as appropriate.
• Schedules appointments for staff and coordinates calendar commitments for City Hall conference rooms.
• Performs a variety of general administrative tasks including data entry, word processing and records management, some of which may be of a confidential nature.
• May assist other departments by providing administrative support for projects.
• Sort and file documents and records maintaining alphabetical, index, and cross-reference files.
• Distribute incoming and outgoing correspondence.
• Prepares from drafts a variety of written materials, including letters, notices, memorandums, forms, reports, flyers and handouts. Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar.
• Communicate clearly and concisely, both orally and in writing.
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.
• Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade and one (1) year of responsible administrative support experience.

Licenses and Certifications:

• None.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.