Receptionist - Public Works and Utilities

 

FLSA Status:                                     Non-Exempt              

 

Bargaining Unit:                               None              

 

Classification:                                    Essential: This position is an Essential classification and will require the employee to report to duty prior, during, or after a hurricane or emergency.

                                                       

Schedule:                                           This position normally works a regular weekday daytime shift and requires scheduled/unscheduled overtime, including evenings, weekends, and holidays and/or immediate response to emergency conditions.                                         

Supervision Exercised:                     None              

 

Supervision Received:                      Public Works & Utilities Director, Deputy Director, or designated representative.

 

 

General Purpose of the Position:     To provide prompt and courteous assistance to walk-in visitors and callers, perform a multitude of clerical tasks and complete repetitive duties without close supervision.

 

Essential Duties and Responsibilities:

•          Greet visitors and assist  accordingly, notifying staff of visitor arrivals.
•          Receive and distribute incoming mail and other deliveries.
•          Provide information on City or department activities and operations.
•          Handle routine matters and answer routine inquiries independently, based on a general knowledge of the program and operations, under the supervisor’s direction.
•          Route technical or controversial matters to the proper person or division.
•          Compose professional emails, letters, and memoranda utilizing information provided and/or obtained via records and/or research, requiring independent action and discretion.
•          Maintain the office supplies
•          Maintain the reception area
•          Assist with meeting preparations and verify availability of the meeting rooms for staff to use
•          Possess excellent customer service skills.
•          Assist with clerical duties as assigned.
•          Other job duties as assigned

 

 

 

 

Skills and Physical Abilities Required:

•          Knowledge of the location, function, and personnel of the various departments.
•          Ability to receive the public with considerable poise, tact, patience, and courtesy.
•          Proficiency in the use of business English, spelling, punctuation, and arithmetic for the composition of business emails, letters, and other documents.
•          Ability to assume duties assigned by his/her superior.
•          Ability to learn and adhere to City and departmental rules, regulations, guidelines, and procedures.
•          Ability to speak in a pleasant and well-modulated voice.
•          Ability to establish and maintain effective working relationships with City officials, employees, and the public.
•          Ability to understand and follow oral and written instructions.

 

Computer Equipment and Software requirements: Multi-line phones; personal computers; standard office equipment, including but not limited to printers, copiers, scanners, and fax; computer software, including Microsoft Word, Excel, Publisher, PowerPoint, and Outlook with the ability to learn new software applications which may include Munis, PowerDMS, and Adobe Acrobat.

Education and Experience Required: High school diploma or GED equivalent.Two (2) years of experience in secretarial and clerical work.   

 

At the discretion of the City Administrator or designee, an equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills, and ability to successfully perform the essential functions of the job will be considered.

 

 Valid Florida Driver License is required or ability to obtain within 30 days of establishing residency in Florida and ability to maintain a valid Florida driver’s license.

Commercial Driver License: A Commercial Driver License (CDL) is not required for this position.

Environmental Conditions:  Work is primarily performed indoors. Occasional outside exposure to varying and extreme weather conditions for short periods of time where employees are exposed to excessively loud noises from construction equipment, exposure to live sewer systems, human debris, drug paraphernalia, hot tar and asphalt, heavy equipment, working in and around trenches, hazardous gases, fumes, paint, chemicals, and pesticides. Physical effort may be required to enter confined and cramped spaces and uncomfortable conditions, climb ladders, bend, reach, and stand for long periods of time. Occasional exposure to slippery and/or uneven surfaces; heights above twenty (20) feet; below ground level, with feet, legs and/or hands in water. Occasional exposure to confined spaces. Subject to 24-hour call back for emergency conditions.