Secretary / Receptionist

Job Description

Job Description

Secretary / Receptionist

Department : Office Staff

Reports To : City Treasurer or City Administrator

FLSA Status : Non-exempt

Summary

Performs skilled clerical work, and provides general secretarial support to all departments. This position is ideal for someone who is motivated, able to prioritize work assignments as they come in, and capable to work with minimal supervision.

Essential Duties and Responsibilities - Other duties may be assigned as needed.

• Performs a variety of receptionist and secretarial duties, assist in planning, organizing, and accomplishing front office day to day functions and goals.
• Greet customers, receive and screen incoming phone calls, answers routine inquiries, and routes calls to appropriate individuals in a courteous and efficient manner,
• Takes payments for services and products, Balance cash receipting at end of shift and generate credit / debit reports.
• Enters data and manages information in a database. Maintains complex files and records. Records new and renewed business licenses, dog licenses, utility accounts, and cemetery plots, ensuring accuracy and validity of information.
• Ability to handle difficult situations with customers while remaining positive and professional. When needed, refers issues to the appropriate staff member.
• Prepares, sends, sorts and distributes mail.
• Organizes and maintains file system.
• May perform typing, filing, and copying activities for various departments, using professional business writing standards.
• Assist in maintaining of supplies, and arranges for equipment maintenance.

Hours Required

This position requires attendance Monday - Friday from 12 : 15pm to 5 : 15pm

Supervisory Responsibilities

This job has no supervisory responsibilities

Qualifications / Requirements

Minimum Qualifications include; Graduation from high school; thorough understanding of office procedures; Working knowledge of office equipment; Proficiency in use of computers, with ability to learn new software; Excellent organizational and time management skills; Analytical abilities and aptitude in problem-solving.

Certifications, Licenses, and Registrations

None

Working Conditions and Physical Demands

The work condition characteristics and physical demands described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made for individuals to perform these essential functions. While performing these duties, the employee is regularly required to sit; use hands to finger, handle, or feel, reach with hands and arms and communicate with others. The employee is occasionally required to stand; walk and stoop; kneel; crouch, or crawl. The employee must occasionally lift and / or move up to 25 pounds. The noise level in the work environment is usually moderate.

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