Administrative Associate

The City offers a competitive comprehensive benefits package, including 2 weeks paid vacation, 3 weeks of sick leave, and 11 paid holidays. Health, dental, and vision insurance (employee and family) are effective the first day of employment. The City offers two contributory Defined Benefit pension plans. Hybrid telework arrangements may be available.

JOB SUMMARY

This is a full-time graded position serving as the building attendant for City Hall. The position is responsible for providing customer service and oversight of City Hall Lobby. This position greets and directs visitors and guests, secures resources in the building, and escorts employees as requested. This position works independently and must exercise good judgment and strong customer service skills in carrying out all responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides exceptional customer service in person, over the phone, and via email to constituents, visitors, and staff. Operates from the City Hall lobby desk to meet, greet, and assist guests; directs visitors according to established security and protocol procedures. Assists in operating the visitor management system in accordance with security procedures and City Hall policies. Answers telephone calls for City Hall and the Office of the Mayor; provides general information or routes inquiries to appropriate personnel. Sorts, signs for, and distributes mail and packages; ensures prompt and accurate delivery to relevant departments or staff. Maintains and schedules use of the City Hall vehicle fleet; coordinates check-in/check-out and monitors availability. Provides administrative support to the Deputy Chief of Staff and Office of the Mayor, including but not limited to: preparing and printing certificates and proclamations, assisting with scheduling and calendar coordination, organizing materials for meetings and events, and maintaining electronic and paper filing systems. Performs other duties as assigned to support the efficient operation of City Hall and the Mayor’s Office.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION AND/OR EXPERIENCE

High School diploma or equivalent; related experience will be considered in lieu of education requirement.

REQUIRED CERTIFICATES AND/OR LICENSES

Vehicle Operator’s license with satisfactory driving record that meets insurability standards of the City’s insurance carrier is required. The employee must maintain the license for the duration of their employment. REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.) Excellent communication, interpersonal, and organizational skills. Knowledge of computer applications including Microsoft Outlook, Word, and Excel. Basic knowledge and experience with mechanical equipment and building systems. Knowledge of security system operations. Effective spoken and written (English) communication skills, including the ability to accurately prepare and present clear, complete reports and incident information. Ability to use discretion, make independent decisions and display sound judgment whether in day-to-day matters or in responding quickly and calmly in emergency situations.

OTHER DESIRABLES

Previous service industry experience—previous government role especially helpful. Previous facilities/building monitor experience. Ability to work independently with little or no supervision. CPR/First Aid and AED Certification.

PHYSICAL DEMANDS

The employee will need to move about the building and the exterior perimeter of the building, climb stairs, and remain in a stationary position, use fingers and hands to press keys on the security system and/or computer keyboard. The employee will regularly lift objects weighing up to 10 pounds and occasionally lift items weighing up to 50 pounds. The employee must use eyes to observe and have the ability to look up, down and peripherally. The employee must have the ability to hear sounds and voices at various tenors. The employee occasionally sets up equipment and furniture for special meetings and functions.

HEARING AND VISION REQUIREMENTS

Corrected visual acuity of not less than 20/20 in one eye and 20/30 in the other eye, and 20/20 with both eyes open. Applicants must meet the following standard: “all pure tone thresholds are 25dB or less in each ear at each frequency in the range of 500-3000 Hz.”

WORK ENVIRONMENT/CONDITION

The employee will routinely work in an office environment. #J-18808-Ljbffr City-of-Frederic