Administrative Specialist I (Receptionist)

The purpose of this classification is to perform clerical work associated with processing information/documentation relating to an assigned department/division.

This position functions as the receptionist for Town Hall. The daily responsibilities for this role include:  managing incoming calls to the Town Hall’s main line and directing them to the appropriate department. Greeting all Town Hall visitors, coordinating scheduled meetings by notifying the relevant staff or department upon guest arrival, receiving/sorting and signing for packages and mail, ensuring timely delivery and proper handling. Monitoring Building Department general email inboxes, uploading documents and responding to inquiries. Additionally, the position requires maintaining effective communication with both internal departments and the public. The work hours are from 8 AM to 5 PM, Monday - Friday.

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

General Duties:

Provides clerical support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.

Provides administrative support for department/division staff; maintains department calendars and schedules meetings, appointments, or other activities.

Performs reception functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary; monitors and assists with JUPConnect inquiries.

Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints and initiates problem resolution.

Transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.

Copies and distributes forms, reports, correspondence, and other related materials; makes copies of standard and/or over-sized documents.

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares/processes outgoing mail.

Sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; maintains records of supply usage.

Types, composes, prepares, or completes various forms, reports, correspondence, logs, schedules, check requests, purchase orders, or other documents.

Operates a computer to enter, retrieve, review, or modify data; performs data entry functions by keying data into the computer; verifies the accuracy of entered data and makes corrections; utilizes word processing or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, the public, outside agencies, and other individuals as needed to coordinate work activities, review work status, exchange information, or resolve problems.

Duties when assigned to Building Department:

Maintains electronic files for the Building Department by updating contractor licensing and insurance certificates in the EnerGov system. Updating permit cases with Notice of Commencement documents. 

Assists with fire fee reconciliation.

Maintains daily visitor sign-in sheet for Building Department and Planning & Zoning customer lobby and submits monthly visitor reports.

Monitors the Building Department’s email inboxes, upload documents, and respond to inquiries. 

Monitors and assists with JUPConnect inquiries. 

ADDITIONAL FUNCTIONS

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

• High school diploma or GED.
• One (1) year of previous experience or training involving general office work, reception work, customer service, record management, basic bookkeeping, personal computer operations, and experience involving area of assignment. 
• A comparable amount of training, education, and experience which provides the requisite knowledge, skills, and abilities for this job may be considered as a substitute for the educational requirements. 
• A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized; with the ability to obtain the State of Florida driver’s license within thirty (30) days from the date of employment.   

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.  

Human Interaction:  Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

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

Salary : $39,533 - $65,230