Administrative Assistant/Receptionist

Are you a friendly and organized professional who enjoys being the first point of contact in a dynamic environment? We are seeking an Administrative Assistant/Receptionist to join our Public Works team and provide exceptional support. In this role, you will play a key part in ensuring smooth day-to-day operations, welcoming visitors, and assisting staff with a variety of administrative tasks. If you thrive in a fast-paced setting and take pride in delivering excellent service, we'd love to hear from you!  Under general direction of the Public Works Administrative Support Supervisor, this position provides administrative and clerical duties as assigned while providing courteous customer service to the public and City staff. The City of Coon Rapids employs a great team of people dedicated and service centered! Our mission revolves around the understanding that only together, can we provide outstanding leadership and services that strengthen our community. Serving our Citizens and local businesses is essential in our work. Our vision is to strengthen our community with a respectful, collaborative, and innovative employee culture that values employee growth, personal balance, and contagious enthusiasm. Our core values include dedication to essentials such as trust, teamwork, innovation and commitment to excellence! Â

Hiring Range:Â $29.31 - $30.99/hr

Salary Range:Â $29.31 - $36.49/hr

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The City of Coon Rapids is proud to be an Equal Opportunity Employer and actively seeks a diverse workforce that reflects the community we serve.  The City welcomes, and encourages any qualified applicant to apply regardless of race, color, religion, familial status, sex (including pregnancy or related conditions, gender identity/expression, and sexual orientation), parental status, marital status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit based factors or any other basis protected by law. Essential duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related or a logical assignment to the position.

• Serves as the main front counter representative of the City's Public Works department.
• Responds to public inquires in person, over the phone, via email, and the City's online Report It system in a friendly, courteous, and professional manner.
• Provides courteous assistance to the public, which includes directing visitors to appropriate areas and other City facilities.
• Provides general administrative and clerical support to Public Works maintenance functions in the Streets, Utilities, Parks, Fleet, Facilities, Forestry, and Recycling divisions.
• Enters service requests into Cityworks, accurately dispatching to Public Works divisions.
• Relays messages and information to various City staff and field personnel.
• Provides backup assistance processing invoices and receipts for division and department supervisors' approval and preparing purchase requisitions utilizing BS&A software.
• Assists with ordering office and general supplies, parts, and equipment, and completing staff training registrations as requested and approved by divisional Supervisors.
• Drafts and prepares a variety of correspondence, presentations, mailings and memos in response to public inquiries and/or supervisor direction.
• Performs computer and data entry activities using routine, complex and file management computer applications to process, manipulate and manage information.
• Collects, opens and distributes department mail and accepts deliveries.
• Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations and citizen customers.
• Regular and reliable attendance during scheduled work hours and outside regular hours as necessary.
• Performs essential position duties and responsibilities under the working conditions and physical demands described herein.
• Performs other related functions as apparent or delegated.
  
  

To perform the duties of this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Ability to:
• Perform general clerical work of considerable difficulty.
• Establish and maintain effective working relationships with others using excellent communication and interpersonal skills.
• Type 50 wpm to competently operate computer equipment and other computer software.
• Perform job functions with high degree of accuracy.
• Work effectively and courteously with the public.
• Organize and manage multiple tasks, work effectively under pressure and complete work in a timely and accurate manner with minimal supervision.
• Work effectively independently as well as in a team environment.
• Accept criticism or discipline.
• Perform duties with tact, diplomacy and discretion.
• Handle confidential information appropriately.
• Be detail oriented and follow through with tasks.
• Maintain a team and service-oriented approach to work.
• Maintain and foster a work environment that supports the City's mission and values with a respectful, collaborative and innovative employee culture that values employee growth, personal balance and contagious enthusiasm.
• Service - We value outstanding service. Our City deserves the best.
• Trust - Trust means everything. Be accountable. Be transparent.
• Teamwork - Teamwork allows us to accomplish more. We tackle challenges and celebrate successes together.
• Innovation - Innovation is vital for our future. We are not afraid of new ideas.
• Excellence - It's the expectation.
• Extensive knowledge and proficiency in:
• Use of various computer software packages, including Windows, word processing and spreadsheet applications.
• Must strive to:
• Promote a cooperative atmosphere in the department and exhibit a positive attitude.
  
  

Minimum Qualifications

A combination of training and experience substantially equivalent to the following

• High school diploma or equivalent plus related post-secondary education.
• Two years of progressively responsible receptionist/administrative support experience.
  
  

Preferred Qualifications

• Customer service experience working with the public.
• Experience within a municipal Public Works Department.
• Cityworks, BS&A, and Microsoft 365 software experience.
  
  

PHYSICAL DEMANDS

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

This work requires the occasional exertion of up to 10 pounds; work regularly requires sitting, frequently requires repetitive motions and occasionally requires standing, walking, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms, pushing or pulling and lifting; 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 surrounds and activities; work has no exposure to environmental conditions work is generally in a moderately noisy location (e.g. business office, light traffic).

EQUIPMENT/JOB LOCATION:

This position will be located at the Public Works facility but may occasionally require travel to other City locations. The position will use common office supplies and equipment, and the noise level is typically quiet. Exposure to computer monitors in the office is typical. This position works closely with others. Hours of position 6:30am to 2:30pm.

CONDITIONS OF EMPLOYMENT

• Must comply with organizational and departmental policies.
• Must possess a valid driver's license with a good driving record.
  
  

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Coon Rapids is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.