Administrative Assistant - Front Desk

Administrative Assistant Front Desk

Under the direction of the Public Service Director, the Administrative Assistant Front Desk will perform a variety of complex administrative functions involving the use of independent judgment and personal initiative; assist with projects as necessary. This position acts as main point of contact City Hall, greeting visitors, answering phones, accepting deliveries.

Examples of Duties

• Provides excellent customer service to citizens, businesses, department staff, and/or city employees regarding various issues. Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department; prepares and maintains records and files; prepares reports.
• Effectively communicates both orally and written with members of the public, staff and elected officials. Creates phone greeting and signage for Holiday closings and events to notify the public.
• Performs a variety of clerical/secretarial tasks for various Service departments/offices; fills in for the Service Director Administrative Assistant; receives, distributes incoming mail; prepares routine forms; orders office supplies; types correspondence, takes/processes payments; writes receipts.
• Provides administrative support; answers and screens incoming phone calls; relays messages and/or important information; types a variety of complex reports and materials; conducts research; compiles data.
• Prepares and maintains confidential correspondence/reports and files; keeps files current as they relate to each meeting; performs non-routine administrative tasks; independently formulates decisions/judgments involving non-legal interpretation of department policies and procedures relating to service department work. Prepares correspondence and reports to carry out other assignments; organizes meetings; inventories, orders and maintains office supply budget; responsible for reporting resident complaints and distributes to correct department or resolve it.
• Assists with budgetary functions (i.e. encumbering monies appropriated by Council, paying invoices received, managing department accounts); process mowing and nuisance invoices and maintain files to support submission to County Auditors (Franklin, Fairfield and Licking). Follow up and research information on vacant property Registration.
• Assist with planning of the Community Clean Up event or other projects as assigned.
• Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.
• Assists the Director Public Service with the annual street maintenance program, sidewalk replacement and leisure trail improvement projects.
• Regular, predictable, and punctual attendance is required.
• Performs other related duties as assigned

Typical Qualifications

Minimum Qualifications

• High school diploma or GED or equivalent
• One (1) year experience or training in office practices and procedures.
• Typing a minimum of 30 words a minute and operation of a ten key calculator
• Prior municipal or academia experience preferred
• Notary Public commission or the ability to obtain one within six months of employment preferred

• Valid Ohio Driver's License and the ability to maintain insurability under city's vehicle insurance policy

Supplemental Information

Knowledge of:

• Operations, governing laws and structure of local government
• Office administrative practices and procedures
• Proper English usage, including spelling, grammar, punctuation and vocabulary
• Purchasing processes and procedures
• Recordkeeping, report preparation, filing methods and records management techniques

Skill in:

• Providing excellent customer service to internal and external customers
• Diffusing potentially negative or tense situations and knowing when to escalate the issue to someone else
• Navigating PC and web-based software programs
• Advanced utilization of Microsoft Office Suite (Word, Excel, etc.)
• Using tact, discretion, initiative and independent judgment within established guidelines
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction

Ability to:

• Maintain complex records and prepare reports from such records
• Use discretion and maintain confidentiality of sensitive information
• Establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the public
• Communicate effectively both orally and in written form (including electronically)
• Follow complex written or oral directions
• While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; grasp and hold objects; keyboard; and rarely lifts or moves objects up to 25 pounds

Working Conditions:

• Work is performed in a normal office environment
• Has contact with potentially emotionally distraught persons