City Hall Receptionist - Front Desk (ON-CALL ONLY)

The city hall reception area is often the first point of contact for visitors and callers to the city hall.  The primary objective of this position is to provide the best possible customer service to the public, both in person and on the telephone.

This is an on-call, non-benefit earning position. Work hours will vary depending on departmental needs and are not guaranteed.

1. Performs customer service duties relating to the reception area phone console and visitors to the city offices. (75%). 
   • Respond to requests for information online or in person and direct calls and visitors to the appropriate individual/department.  Works with city employees in person and remotely at city hall.  
   • Assists the public in completing applications and forms such as voter registration, absentee ballots, and employment applications and assists with election night activities.
   • Provides assistance to visitors doing research on the public use terminals. 
2. Performs duties relating to the processing of the organization’s incoming and outgoing mail, including sorting, distribution, and posting (5%). Receives and coordinates special deliveries. 
3. Responsible for ordering, stocking, and organizing the office supply storage area (5%). 
4. Performs duties relating to ordering food and making arrangements for council meeting suppers and various other city functions or meetings (10%).
5. Notary Public 
6. Assist with records management program.
7. Provides clerical support for the personnel division: 
   • Maintains the language line.
   • Copies, files and performs other duties for the division as needed. 
   • Stuffs envelopes for various city departments.
8. Provides clerical support for the organization: 
   • Prepares and distributes new homeowners’ packets. 
   • Maintains an ongoing record of postage use and cost. 
   • Assists with absentee voting.
   • Assists other departments in completing miscellaneous clerical tasks as time permits. 
9. Responsible for maintaining the following equipment and areas:
   • Mail processing center
   • Public use terminal area
   • Office supply closet
   • Telephone console and related equipment
10. Performs other duties and assumes other responsibilities as apparent or assigned. 

Minimum Qualifications:

• A commitment to and belief in the organization’s shared values.
• High School/GED diploma.
• Two years experience in a previous customer service position. 
• Two years experience in the operation of a multi-line telephone answering system. 
• Possess a public service orientation. 

Desired Qualifications

• Post high school course study relating to customer service. 
• Previous experience in a public sector position involving receptionist and telephone answering duties. 
• Ability to use Microsoft Suite.

Knowledge of:

• The principles and practices of providing excellent customer service.
• General office procedures.
• Food preparation, catering services and event set-up.

Skilled in:

• Providing a high level of customer service. 
• The operation of office equipment including a telephone console, personal computer, and postage, fax and copy machines.

Ability to:

• Be diplomatic, empathetic and cooperative in dealings with the public.
• Establish and maintain effective relationships with city officials, employees and residents.
• Effectively manage workload and time commitments.
• Gain knowledge of the functions, organization and procedures of all departments within the organization.

PHYSICAL REQUIREMENTS 
This work requires the frequent exertion of up to 25 pounds of force and occasional exertion of up to 50 pounds of force;
 work regularly requires speaking or hearing and using hands to manipulate, handle or feel, frequently requires sitting and occasionally requires standing, reaching with hands and arms, lifting and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; 
hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written 
or computer data, operating machines and observing general surroundings and activities; work has no exposure to 
environmental conditions; work is generally in a quiet location (e.g. library, private offices).