Police Receptionist (P/T)

This is a non-sworn, part-time position within the Office of the Chief. The incumbent will perform routine office tasks, providing assistance and direction both in person and over the telephone. Responsibilities include answering calls, providing information about Department procedures, operations, and services, and directing callers to the appropriate personnel. The employee will operate a multi-line switchboard and standard office equipment, including photocopiers, fax machines, mailing equipment, and personal computers. The role requires maintaining positive customer relations by addressing questions and concerns professionally. Work is performed under the direct supervision of the Executive Assistant to the Chief, and is evaluated based on the quality of service provided to both staff and the public.

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Greets visitors and directs them to the appropriate staff or Department.

Handles a high volume of inbound and outbound calls via a multi-line switchboard. Provides callers with information, relay messages, and announces visitors and calls.

Retrieves and distributes messages from the general voicemail (ext. 1400).

Performs general record-keeping duties.

Assists with check-in procedures within the Chiefs office.

Operates manual and electronic mailing equipment for City-related business. Sorts, date-stamps, and distributes incoming and outgoing mail.

Accepts, logs, and distributes special delivery mail, promptly notifying recipients via phone or email.

Directs servers of subpoenas to the appropriate staff for acceptance.

Retrieves faxes and places them in the intended recipients mailbox. Notify recipients of received faxes via phone or email.

Monitors and orders office supplies, as needed. Maintains copier and generates service requests, as needed.

Assists with overflow tasks from administrative and executive assistants, with supervisor approval.

Performs other related duties as required.

Knowledge, Skills, And Abilities: Knowledge of telephone etiquette techniques and effective interpersonal skills. Knowledge of procedures for operating various office equipment, including personal computers. Knowledge of standard formats used for a variety of letters, memos, and related documents. Knowledge of English spelling and grammar.

Ability to operate a personal computer to prepare a variety of correspondence using a variety of software/applications. Ability to compose letters, memos, and related documents covering a variety of routine work related topics. Ability to operate a variety of standard office equipment. Ability to sort/file alphabetically, chronologically, and numerically. Ability to keyboard. Ability to prioritize work activities. Ability to establish and maintain effective working relationships with co-workers, other departments, council members and the public in a manner conducive to full performance and high morale. Ability to work effectively with confrontational persons both in person and by telephone. Ability to communicate effectively both orally and in writing and understand and follow oral and written instructions. Ability to receive and place telephone calls and provide solid customer relationships by handling questions and concerns with speed, accuracy and professionalism. Ability to operate switchboard accurately, efficiently and with speed.

Skill in the use of a personal computer, switchboard and related equipment.

Education & Experience Requirements: Graduation from high school or equivalent with a minimum of two (2) years of administrative, secretarial or switchboard experience. Previous experience in municipal government and delivering exceptional customer service is highly desirable. Must have and maintain a valid Florida driver's license with a satisfactory driving history throughout employment. Applicants qualifying for employment will be subject to a polygraph examination and an extensive background screening.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to walk; use hands to handle or operate objects, tools, or controls; and reach with hands and arms.

The noise level in the work environment is moderately quiet. Work is performed in an office setting within a controlled environment