Receptionist/Administrative Clerk

SUMMARY:

Customer service position that functions as the primary initial point of contact for all phone and in-person inquiries made by residents, vendors, business owners, developers and other members of the general public. Also provides general secretarial, clerical and administrative support and assistance for all Departments/Department Directors within the organization. This is a part-time position, Monday through Friday, 9:00 AM to 3:00 PM

LEVEL OF SUPERVISION/SUPERVISORY RESPONSIBILITIES:

Employee must be able to work independently exercising sound judgment in day to day interactions with the general public and in completing assigned work tasks/projects.

This job does not have any supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (includes but is not limited to the following):

· Primary point of contact for all day-to-day inquiries of the general public made by telephone or in person.

· Process and properly route all general (non-confidential/personally addressed) mail, correspondence and other documents received and respond to general emails received.

· Organize and file various documents/records.

· Word process/type monthly reports, business correspondence, ad hoc reports and projects, and supporting documents as assigned by Manager or other Department Directors.

· Receive and process all payments including but not limited to utility payments, trash and recycling items, parking tickets, accident reports, permit fees, zoning fees, recreation facility rentals, recreation program registration, amusement park ticket sales and miscellaneous invoice fees.

· Appropriately respond to inquiries on a variety of common/routine questions that span all organization functions and use of good judgment in determining next level of assistance a customer/resident may need including properly determining when the Manager or particular Department Director should be apprised or consulted.

· Document and properly handle/refer a wide variety of resident concerns/requests for service, of a “first-level”/routine and/or non-complex nature, involving a broad range of issues/topics.

· Reconcile cash drawer at end of shift/shift change and prepare close-out reports and deposit.

· All other administrative/clerical duties and special projects as may be assigned by the Manager.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill and/or physical or other abilities required.

The employee is required to have a high degree of proficiency in Microsoft Office skills and general office skills including, but not limited to: typing, filing, word processing, spreadsheets, basic bookkeeping/accounting practices, handling of telephone calls and voicemail system and handling/routing direct inquiries from the general public. Proficiency is defined as a high intermediate to expert level of skill in these areas.

Employee must have excellent customer service skills and the ability to interact in a professional and courteous manner at all times even in situations that may be stressful and when dealing with customers who may be upset. The ability to work with a diverse population with sensitivity and professionalism is a key requirement of this position

The ability to multi-task, work effectively as a team member, be flexible in adapting to varying work tasks and assignments and completing work requiring a high level of attention to detail and accuracy, in a fast paced environment is critical.

Additionally, employee will at times be privy to confidential and/or HIPPA protected information (i.e. for playground registrations, sensitive financial/personal/family information involving residents) and it is of the utmost importance that complete confidentiality of sensitive personnel, resident, and/or health related information be maintained.

EDUCATION AND/OR EXPERIENCE:

Minimum of a High School diploma or GED and two (2) years of related experience in secretarial/administrative role in dealing with the general public in a customer service capacity. Three to five (3-5) years of related experience is preferred. Ability to multi-task and to remain professional and courteous during sometimes stressful interactions is critical.

An Associate’s Degree in a related field (Office Management, Administrative Assistant, Business, etc.) is preferred but not required.

Bilingual in Spanish/English is helpful and preference may be given to fully qualified applicants who are Spanish/English bilingual.

LANGUAGE SKILLS:

Must have excellent listening and verbal communication skills and the ability to provide clear and professional oral responses and direction to customers who are completing applications, permits, registrations and other paperwork and the ability to speak in a clear and professional manner, using the normal rules of English grammar, both on the telephone and in person. Must be able to accurately write and proofread sometimes complex reports and correspondence using commonly accepted rules of business writing/English grammar. Bilingual English/Spanish is helpful/preferred.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed and, at times, complex written or oral instructions. Ability to deal with problems involving mostly concrete variables in somewhat standardized situations. Must be able to exercise sound independent judgment concerning when it is necessary to ask for guidance or assistance from higher level Borough personnel in addressing or responding to a customer inquiry or concern and/or when the Manager or Department Director needs to be apprised of a particular inquiry or complaint that has been addressed. Ability to understand, remember, and carry out multi-step oral and written directions. Ability to determine most effective way to prepare and present information such as is used in business communications, spreadsheets, PowerPoint presentations, reports, summaries, and policy documents.

CERTIFICATIONS/LICENSES/REGISTRATIONS:

N/A

COMPUTER OPERATIONS:

Must have demonstrated proficiency and job experience with personal computers and common software including Microsoft Outlook (calendar and e-mail), Microsoft Office (Word, Excel, Access, PowerPoint), internet. Proficiency in these areas is defined as a high intermediate or expert level skill. Must have ability to effectively learn to use all organization software and business systems. Ability to learn all other proprietary related software as may be required.

PHYSICAL DEMANDS:

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

While performing the duties of this job, the employee is regularly required to sit, talk and hear for extended periods of time. The employee is frequently required to use hands to finger, handle, type, and feel. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required for this job include close vision.

Regular and punctual attendance is an essential function of this position.

WORK ENVIRONMENT:

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

While performing the duties of this job, the employee typically works in a normal office environment with minimal noise levels.

OTHER:

Requires current Criminal Background, FBI Background Clearance and Child Abuse clearances. May require a satisfactory credit report screening/check due to handling of cash payments.

I have read the above job description and acknowledge receipt of same. I understand that this job description is not all inclusive and other duties may be assigned. I further understand that it is my responsibility to ask my direct supervisor any questions I may have about my job requirements/duties.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Schedule:

• Monday to Friday

Work Location: In person