Receptionist - Part Time

Administrative And Customer Service Support

This position is responsible for providing administrative and customer service support for City Hall operations. Major duties include: Answering telephone switchboard; answering questions and screening calls; providing information to the general public. Identifying sensitive issues and bringing them to the immediate attention of director/management. Guiding visitors through the check-in process and maintaining visitor records; assisting visitors with information. Receiving deliveries and arranging for the transfer of deliveries to other City departments. Receiving all incoming mail (paper and electronic); gathering and forwarding outgoing mail; routing mail; drafting routine responses and directing inquiries made in person, email or by telephone to appropriate individuals for response. Completing research upon request. Typing, completing data entry, reviewing, processing paperwork, maintaining logs/directories, creating forms, scanning and making photocopies of various documents. Assuming responsibility for correct spelling, punctuation, grammar and format. Assisting in updating the City's website and intranet; posting and advertising positions upon request. Assisting with the coordination of meetings/appointments, workshops, activities, and other events, which may include managing catering orders, set-up and clean-up. Filing and retrieving information as needed; establishing and maintaining a variety of tangible files. Researching, compiling, organizing, and analyzing data for special projects or reports as assigned. Assisting 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. Performing special projects as assigned. Performing related duties. Minimum qualifications include: 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. Knowledge, skills, and abilities required include: 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.