Receptionist

City Hall Administrative Assistant

This position provides high quality customer service to the public and internal customers. Receives and refers inquiries to appropriate personnel. Performs administrative duties including word processing, data entry, mail processing, cash receipting, and providing support to the Human Resource Director and Administration staff. Maintains office supplies and assists other departments as time allows.

Communicates with:

Internally All City staff, City Council, and Commissions

Externally General public and vendors

Supervision: None

Essential Work Functions:

Responsible to unlock City Hall office by 7:00 a.m. Monday through Thursday's.

Greet visitors at City Hall and answer questions or direct to staff member/department able to assist with customer request, while providing excellent customer service and maintaining a favorable image of the City.

Maintain an up-to-date directory of telephone numbers and addresses necessary for public information.

Assist with the record management function for the Administration Department by scanning and properly filing documents into digital imaging to ensure efficient and effective future retrieval of non-confidential information.

Assist HR Director with interview preparations.

Order name plates for Council, Commissions, and staff.

Participate in the staff Wellness Committee and prepare the annual wellness calendar.

Organize community building activities for annual employee appreciation and wellness events.

Process all incoming and outgoing mail; promptly distribute mail to appropriate departments.

Create business cards in-house as needed for City Hall, Public Works and Parks and Recreation staff.

Set up and take down Council Chambers for all meetings scheduled in Council Chambers. Refer to the calendar on the City's website for meeting dates. Name plates for Commission and staff members, and podium are required for meetings using the dais. Set up tables, chairs and microphones when they are required for meetings (example: Work Sessions and some committee meetings).

Create identification badges for approved peddlers/solicitors/transient merchants within the City; and for new and/or current employees.

Update Receptionist Procedures Manual as procedures are added or changed.

Post City Hall closures on City Hall entrance doors one week in advance of a City closure and send to Public Works and the Parks and Recreation departments holiday signage.

Make sure copy paper is filled in the copy machine daily.

Maintain the lobby, office supply/mail room and front counter area in a neat and orderly condition removing all outdated notices, posters, etc.

Replenish medical supplies in City supply cabinets when supplies are depleted for the Safety Committee.

Mid-day and at the end of shift sanitize main door handles (including restrooms and the back entrance into City Hall), lobby phone, computer and pens.

Perform cash receipting (utility billing credit card payments) including collecting fees and issuing receipts (for certain licenses, permits and bills).

Assist with utility billing and accounts payable processes and procedures as needed.

Order and keep inventory of City Hall office supplies.

Put phones on call forward when stepping away from desk.

Answer recycling questions.

Schedule Council Chamber reservations for outside requests when requested. Inform internal staff on how to schedule their own meetings using Outlook.

Perform word processing, including, but not limited to form creation, fillable PDFs, and general correspondence.

Assist with election activities and other administrative and municipal functions as directed.

Provide Notary Public services to staff and residents.

Other Work Functions (Illustrative Only): Performs related work as required.

Minimum Qualifications of Education and Experience:

High school diploma or GED equivalent.

Two (2) years of increasingly responsible related experience.

Experience with document imaging.

Typing of 50+ WPM with ability to proofread.

Knowledge, Skills, and Abilities Required:

Ability to operate a computer and related hardware and software.

Ability to operate a five-line telephone system, and standard office equipment.

Ability to learn specialized software, systems or equipment related to business needs.

Ability to generate applicable records, reports and files; ability to plan, coordinate, and review/proofread all materials before finalized.

Knowledge and experience of relevant software applications-spreadsheets, word processing and database management.

Ability to perform cashier duties accurately.

Ability to effectively meet and deal with the public.

Ability to communicate effectively verbally and in writing.

Ability to handle stressful situations.

Ability to maintain confidential information.

One (1) year prior municipal experience helpful.

Willing to become a Notary Public within six (6) months of employment.

Ability to work 7:00 a.m. to Noon, Monday Thursday.

Ability to pass reference and background checks, and a hiring assessment with the City's psychologist before beginning position.

Persons with disabilities: the above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.

Physical Demands and Work Environment:

In compliance with Americans with Disabilities Act, the following represents the Physical and Environmental Demands:

Function: Office environment

24% or Less

25% - 49%

50%-74%

75% or more

Sitting, standing

24% or Less

25% - 49%

50%-74%

75% or more

Walking, reaching, pulling

24% or Less

25% - 49%

50%-74%

75% or more

Typing/data entry

24% or Less

25% - 49%

50%-74%

75% or more

Talking, hearing

24% or Less

25% - 49%

50%-74%

75% or more

Close and distance vision

24% or Less

25% - 49%

50%-74%

75% or more

Sedentary (10 pounds of force)

24% or Less

25% - 49%

50%-74%

75% or more

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Council, City Administrator or appropriate Elected Official retains the discretion to add duties or change the duties of this position at any time.

Mounds View is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals and encourages both prospective and current employees to discuss potential accommodations with the employer.