Receptionist/Administrative Assistant (Year-Round, Full-Time)

Job Description

Job Description

Department: Finance
Reports to: Assistant Finance Director
Wage Grade: 18 (2026 Rate - $4,730-$5,749 monthly)
Status: Permanent Full-Time, Non-Exempt
Schedule: Monday-Friday 8:30am-5:00pm
Application Period Open: June 1 - June 19, 2026 at 5:00pm.

Purpose of the Position:

Under the supervision of the Assistant Finance Director, the Receptionist/Administrative Assistant position is tasked with supporting the Finance Department in a variety of functions. These functions include, but are not limited to, cash handling, answering phones, assisting customers, providing data entry, establishing and maintaining file systems, generating invoices and monitoring accounts receivable, and providing support and back-up for utility billing.

The employee is expected to actively cultivate a workplace culture grounded in the City of Chelan CLEAR Values - Collaboration, Listening, Excellence, Accountability, and Respect—setting clear expectations, fostering trust, and ensuring these values are reflected in their performance, service delivery, and interactions with colleagues and the community.

Essential Duties and Responsibilities:

• Be the first point of contact at the City Hall Finance front counter and on the telephone performing customer service tasks such as responding to inquiries and complaints, providing general information, and routing customers to appropriate staff/departments.
• Processes and distributes all incoming mail & processes outgoing mail.
• Performs cashiering functions and reconciles daily cash drawer.
• Responsible for processing daily deposits.
• Maintains the accounts receivable database, prepares invoices, and monitors aging invoices that may require further collection efforts.
• Maintain inventory and order office supplies.
• Maintain digital and paper filing systems.
• Performs data entry for the Finance Department.
• May assist with or act as a back-up for utility billing processes.
• May assist with or act as a back-up for accounts payable processes.
• Assists with ongoing projects, as assigned by Finance Director or Assistant Finance Director.

Other Duties

• Perform other related duties as assigned to support City operations and community needs.

Working Conditions & Physical Requirements:

Work is performed primarily in a professional office environment and involves prolonged sitting, computer use, and regular communication in person, by telephone, and electronically. Duties require the operation of standard office equipment and sufficient manual dexterity and visual acuity to perform essential job functions. The position may require occasional standing, walking, bending, reaching, and lifting or moving materials up to 25 pounds.

Regular work hours are Monday through Friday during standard business hours; however, evening, weekend, or extended hours may be required to attend meetings or respond to urgent or emergency situations. Occasional travel to other City facilities or off-site locations may be necessary.

The City of Chelan provides reasonable accommodations in accordance with applicable federal and state law to enable qualified individuals with disabilities to perform the essential functions of the position.

Knowledge, Abilities & Skills:

• Knowledge of accounting fundamentals and procedures.
• Ability to provide an exceptional customer service experience to the public and be oriented towards community service.
• Ability to establish and maintain effective working relationships with internal and external staff and stakeholders.
• Ability to communicate clearly and effectively, orally and in writing.
• Participates in active listening and can navigate difficult conversations with compassion and understanding.
• Sound judgement and decision-making skills.
• Proficiency with office machinery, including but not limited to: multi-line phone system, copiers, printers, scanners, postage machines, etc.
• Proficiency with computer software, including but not limited to: Microsoft Word, Excel, and Outlook; specialized accounting software, Adobe Acrobat PDF, banking services platform, and other internet applications.
• High level of attention to detail and accuracy in work.
• Ability to work efficiently and effectively in an office environment that may have frequent interruptions and background noise.
• Understands and enforces policies as written and adopted by City Council.

Qualifications Required:

• Two years of experience providing general accounting support, billing customer service or related financial experience, or any combination of educational and/or work-experience that provides the applicant with the knowledge, skills and abilities related to fulfilling job functions will be considered.
• Bilingual in English & Español preferred.

Benefits Offered:

Working for the City of Chelan community is a fulfilling career with many competitive benefits for employees, including:

• Competitive Wages
• Medical, Dental, Vision and Life Insurance
• Health Reimbursement Savings Account (HRA)
• Retirement and Deferred Compensation
• Paid time off (Sick, Vacation and Holidays)
• Wellness and Work-Life Balance Programs

Click here to find a summary of City employee benefits and wage scale.