Administrative Assistant - Reception Desk

Description

Performs intermediate administrative and communications support. Serves as the primary initial contact for all public interactions at Town Hall, provides citizens and visitors information, serves as a resource for the public, and supports both the public-facing and internal operations of the Town and Town Hall. Provides office assistance to department personnel, answers telephone and greets visitors, types documents, prepares and maintains files and records, and related work as apparent or assigned. Work is performed under the limited supervision of the Communications Manager.

Essential Job Functions

• Staffs the front desk at Town Hall; greets and directs visitors to the appropriate staff; answers telephone calls and forwards to appropriate staff; provides information; assists the public with the completion of standardized records or documents.? 
• Serves as backup assistant for other departments; assists staff as needed including processing paperwork, editing documents, updating forms, etc. 
• Provides general administrative support to department staff.  
• Types a variety of documents including correspondence, reports, memoranda, telephone directory, etc.; checks and reviews a variety of information for accuracy, completeness, and conformance to established standards and procedures. 
• Sorts, indexes, and maintains files; collects postal mail daily and distributes to departments; performs records research as directed. 
• Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves information into computer system; updates Town websites and social media as assigned. 
• Assists with the organization of functions and meetings.  
• Operates a variety of standard office equipment; performs light maintenance on equipment. 
• Updates and edits electronic communication boards in Town Hall lobbies. 
• Maintains up-to-date information by reviewing links and formats on the website. 
• Collects and edits content for newsletter(s). 
• Provides notary services to the public and for Town business. 
• Regularly demonstrates the Town’s core values of respect, engagement, supportive work environment, communication, and service excellence.?

Requirements

• High school diploma or GED with coursework in business administration, administrative support, communications, marketing, or related field and moderate (1-3 years) experience in an office environment that includes public contact work, or equivalent combination of education and experience. 
• Possession of or ability to obtain Notary Public certification in the State of North Carolina within six (6) months of hire. 
• Possession of an appropriate driver's license valid in the State of North Carolina. 
• May require possession of or ability to obtain specific licenses and/or certifications depending on departmental assignment. 

Knowledge, Skills, and Abilities

• Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques. 
• Thorough knowledge of business English, spelling, and arithmetic. 
• Thorough knowledge of Town and departmental programs and policies and terminology. 
• General knowledge of standard hardware and software. 
• Thorough oral and written communication skills. 
• Ability to read and understand moderately detailed policies, procedures, and job-related materials. 
• Ability to type and transcribe dictation accurately and at a reasonable rate of speed. 
• Ability to make arithmetical calculations. 
• Ability to operate a variety of office and computer equipment and produce documents and correspondence. 
• Ability to follow oral and written directions. 
• Ability to multi-task and organize work tasks in a fast-paced work environment. 
• Ability to establish and maintain effective working relationships with associates, supervisors, and the general public. 

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing and walking; work requires close vision, distance vision, depth perception and color perception; 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; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with typewriters and/or computer printers, light traffic). Work requires the ability to concentrate in a moderately distracting environment, including managing multiple priorities in such an environment.    

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.  The Town is interested in hiring qualified candidates who are eligible to work in the United States. However, we are not able to sponsor visas. 

Salary : $44,600 - $55,750