City Hall Receptionist - Front Desk (ON-CALL ONLY)

Why Minnetonka?

Supportive culture Work-life fit Well-being Employee-focused Make a difference Our greatest asset are our people. City of Minnetonka employees work together to drive change and make a meaningful impact on the community. We support one another in our personal and professional lives. You can expect to make a difference because in Minnetonka you and your work matter.

Job Description

The city hall reception area is often the first point of contact for visitors and callers to the city hall. The primary objective of this position is to provide the best possible customer service to the public, both in person and on the telephone. This is an on-call, non-benefit earning position. Work hours will vary depending on departmental needs and are not guaranteed.

Duties/Responsibilities

Performs customer service duties relating to the reception area phone console and visitors to the city offices. (75%).

• Respond to requests for information online or in person and direct calls and visitors to the appropriate individual/department. Works with city employees in person and remotely at city hall.
• Assists the public in completing applications and forms such as voter registration, absentee ballots, and employment applications and assists with election night activities.
• Provides assistance to visitors doing research on the public use terminals.

Performs duties relating to the processing of the organization's incoming and outgoing mail, including sorting, distribution, and posting (5%). Receives and coordinates special deliveries.

Responsible for ordering, stocking, and organizing the office supply storage area (5%).

Performs duties relating to ordering food and making arrangements for council meeting suppers and various other city functions or meetings (10%).

Notary Public

Assist with records management program.

Provides clerical support for the personnel division:

• Maintains the language line.
• Copies, files and performs other duties for the division as needed.
• Stuffs envelopes for various city departments.

Provides clerical support for the organization:

• Prepares and distributes new homeowners' packets.
• Maintains an ongoing record of postage use and cost.
• Assists with absentee voting.
• Assists other departments in completing miscellaneous clerical tasks as time permits.

Responsible for maintaining the following equipment and areas:

• Mail processing center
• Public use terminal area
• Office supply closet
• Telephone console and related equipment

Performs other duties and assumes other responsibilities as apparent or assigned.

Qualifications

Minimum Qualifications:

• A commitment to and belief in the organization's shared values.
• High School/GED diploma.
• Two years experience in a previous customer service position.
• Two years experience in the operation of a multi-line telephone answering system.
• Possess a public service orientation.

Desired Qualifications

• Post high school course study relating to customer service.
• Previous experience in a public sector position involving receptionist and telephone answering duties.
• Ability to use Microsoft Suite.

Additional Information

Knowledge of:

• The principles and practices of providing excellent customer service.
• General office procedures.
• Food preparation, catering services and event set-up.

Skilled in:

• Providing a high level of customer service.
• The operation of office equipment including a telephone console, personal computer, and postage, fax and copy machines.

Ability to:

• Be diplomatic, empathetic and cooperative in dealings with the public.
• Establish and maintain effective relationships with city officials, employees and residents.
• Effectively manage workload and time commitments.
• Gain knowledge of the functions, organization and procedures of all departments within the organization.

PHYSICAL REQUIREMENTS This work requires the frequent exertion of up to 25 pounds of force and occasional exertion of up to 50 pounds of force; work regularly requires speaking or hearing and using hands to manipulate, handle or feel, frequently requires sitting and occasionally requires standing, reaching with hands and arms, lifting and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a quiet location (e.g. library, private offices).

Not Sure You Meet All the Qualifications?

If this role interests you, but you're unsure about meeting all the listed requirements, we encourage you to apply! Your unique experiences may be more relevant than you think, and we value both technical skills and diverse perspectives.

How to Apply

Click "Apply" at the top of the page before the closing date.

Submit these documents via the online application system (no zip files or links):

• Resume
• Cover Letter

Questions? Contact Human Resources at View email address on click.appcast.io .

Hiring Process

Open Job Posting: Requisition is open and accepting applications.

Selection Process: Qualified applicants join a candidate pool. Hiring managers select candidates for interviews and/or assessments. You'll be notified if selected.

Pre-Employment Screening: This may include a driver's license, a criminal history background check, a drug test, a physical exam, a work assessment or simulation, and, if education-based, proof of qualifications.

Contact Us

For position-related questions, email Katie Xiong at View email address on click.appcast.io .

Veteran's Preference

Veterans can request preference under MN Statute 197.455 by submitting a DD214 with their application.

Equal Opportunity Employer

The City of Minnetonka values diversity and does not discriminate based on race, color, creed, age, religion, national origin, marital status, disability, sex, sexual orientation, familial status, public assistance status, or other protected classes.

City of Minnetonka, MN