Extra Part Time Reception Clerk

BOROUGH OF CHAMBERSBURG

POSITION OPENING

CLASSIFICATION: Extra Part Time Reception Clerk

GRADE: NB 6

HOURLY RATE: $20.05 per hour

PLACE OF WORK: Borough Manager's Office 100 S. 2nd Street Chambersburg, PA

HOURS OF WORK: Monday - Friday 10AM-1PM, with the flexibility to work additional hours if/when needed for office coverage.

GENERAL STATEMENT OF DUTIES:

Routinely staffs the Borough Manager’s, and is flexible in providing additional office coverage when necessary due to leave, as necessary. Welcomes visitors by greeting them, in person or on the telephone: answering incoming calls on a multi-line telephone system and referring inquiries. Maintains employee/department directories and directs visitors to appropriate departments. Maintains security by following procedures and issuing visitor badges. Signs and emails delivery receipts to appropriate departments, and directs all deliveries. Sorts incoming mail. May be asked to also cover reception duties in other departments, if needed.

DISTINGUISHING FEATURES OF THE CLASS:

Reception Clerk performs a wide variety of clerical tasks calling for a knowledge of excellent customer service practices. The work is performed in accordance with a prescribed routine. Complex, new or unusual problems encountered are normally decided by the lead and assistant lead Borough Secretary, who checks work in process and/or upon completion. The position is part of the Borough’s Clerical Pool, and is assigned under the general direction of the Director of Administrative Services. The incumbent may be shared between other Borough departments, to fill in for vacancies due to vacation, leave of absences, separations, etc., as necessary, and is assigned day-to-day activities by the respective department’s management.

ESSENTIAL FUNCTIONS OF THE JOB:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The incumbent must be able to perform the essential functions of this position, with or without an accommodation.

• Answers a multi-line telephone system, takes and relays messages, and announces caller when required;
• Greets visitors and provides directions in a pleasant and courteous manner;
• Utilizes Borough software systems to provide information based upon customer’s inquiries;
• Prepares basic communication such as standard letters, emails, and other correspondence on behalf of the department;
• Make copies of any documents/information, as assigned;
• Receives, sorts, and processes, by department, all incoming mail and prepares mailing on behalf of assigned department(s);
• Maintain available inventory of, sell, and process parking permits;
• Prepares daily record of parking tickets received;
• Completes faulty parking meter reports;
• Scans documents;
• Performs a wide variety of related general clerical tasks and other duties as assigned;

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Ability to succeed in a fast-paced environment which requires multi-tasking, including accurately directing telephone and visitor traffic amidst environmental distractions. Ability to communicate effectively, verbally and in writing, with the public and internal customers. Some knowledge of modern clerical-accounting practices used in keeping automated fiscal – accounts and records; good knowledge of office terminology, procedures and equipment and of business arithmetic and English; ability to use a computer, modern office software, including Microsoft Word and Excel, and a call routing system; ability to type from clear copy or rough draft at a reasonable rate of speed; ability to understand and follow oral and written directions; ability to write legibly; ability to get along well others; clerical aptitude; mental alertness; and ability to maintain confidentiality.

ACCEPTABLE EXPERIENCE AND TRAINING:

Completion of a high school diploma or equivalent with some experience in a confidential environment such as finance and/or executive offices. Customer service/cashiering/front counter experience, preferably some experience in operating call routing, data entry, point of sale, and billing/licensing and/or applicant tracking software packages. Or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Being bi-lingual (English/Spanish) is helpful, but not preferred or required.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee primarily works in an office environment which subjects the employee to common internal exposures. Work may be performed alone or with a team, with frequent interruptions requiring the employee to respond to requests from both internal and external stakeholders.

PHYSICAL ABILITIES:

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

The employee must have the ability to communicate clearly and effectively, both verbally and in writing, to all stakeholders within the department’s scope of accountability. Must be able to sit or stand for long periods of time, repeat the same movements, use hands to control, handle, or feel objects, tools, or controls, and see details of objects that are more than a few feet away. Must be able to use fingers to grasp, move, or assemble very small objects, and make quick, precise adjustments to machine controls; see differences between colors, shades, and brightness; and hear sounds and recognize the difference between them.

In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.

AFFIRMATIVE ACTION/EEO STATEMENT

It is the policy of the Borough of Chambersburg to provide fair and equal employment opportunities to all applicants for employment. Applicants are recruited, selected and hired on the basis of individual merit and ability and without discrimination because of race, color, religion, sex, sexual preference, age, handicap, disability, veteran status, national origin, or any other trait protected by Pennsylvania or federal law.

NOTE: This description is the present overview of the job, is subject to change by the employer and is to be used as a temporary management guide to performance.

If interested, please apply online. Up to date resumes are recommended.

If you have any questions or need assistance, please contact Sophia Suarez in the Personnel Office at 717-251-2462.

Posted: Monday January 29, 2024

Deadline to Apply: Monday February 12, 2024 5 PM