Job Description - Receptionist/Administrative



JOB DESCRIPTION

 

Class No:     626                                              Job Title: Receptionist/Administrative Clerk

 

Pay Group:  16                                     EEOC Category: Office and Clerical

 

Date:      October 27, 2006                              FLSA Category:   Non-exempt

 

_____________________________________________________________________

BRIEF DESCRIPTION OF THE JOB:  Greets the public; provides general
administrative support for City Management, Human Resources, Community
Development department and Central Texas Resource Conservation & Development
including answering phones, typing, scheduling appointments; complaint handling/
tracking; employee applications.

 

ORGANIZATIONAL RELATIONSHIPS:

 

Reports to:  Human Resources Director

 

Directs:       This is a non-supervisory position

 

Other:          Works closely with Human Resources Director, City Management,
Community Development staff and Central Texas Resource Conservation &
Development Council/Coordinator and staff and has frequent contact with other
City staff, representatives of various governmental and business entities and the general
public.

 

ESSENTIAL DUTIES:

 

This is a description of the way this job is currently performed; there is potential for accommodation.

 

Description of Work

Av. % of

Time

Strength*

Physical

Demand Code*

Provides secretarial support for City Management, Human Resources, Community Development staff including answering phones, typing correspondence, filing, copying, meeting preparation, scheduling appointments, complaint handling/tracking.

 

 

 

15%

 

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Provides secretarial support for Central TX RC&D council, including answering phones, typing correspondence, filing, copying, meeting preparation, scheduling appointments, complaint handling/ tracking.

15%

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Performs reception duties – greets the public, answers incoming phone calls, provides information, answers questions, transfers calls, and takes messages as appropriate for all departments.

 

33%

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Assists Community Development Department with permit applications and processing code enforcement complaints.

 

 

12%

 

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Handles auditorium/council room reservations.

 

2%

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Distributes employee applications and accepts

completed applications from candidates.

 

10%

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Assists with assembly and delivery of City Council agenda packets

 

As

Needed

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Provides quality customer service to City staff, the general public, and all other work contacts.

 

Constant

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Serves as Notary Public.

 

3%

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

Performs related duties as assigned.

10%

L

A,B,C,D,E,F,G,

H,I,J,K,M,N,

Q,R,S

 

PHYSICAL DEMANDS:

 

1.  Overall Strength Demand

 

_X_ Sedentary    _ _ Light to   __ Medium    __Heavy   __ Very Heavy

 

2.       Frequency for each physical demand listed in Essential Duties:

 

  F        A.  Standing      F      G.  Reaching              R _     L.   Crawling        C       Q.  Vision

  C        B.  Sitting          C      H.                             Handling       O                M.     Bending      C          R.         Hearing

  F        C.  Walking       C      I.    Fine Dexterity        O       N.  Twisting         C       S.   Talking

  O       D.  Lifting         R _   J     Kneeling              _ R__   O.  Climbing                 T.   Other

  O       E.  Carrying      R_    K. Crouching               R_     P.   Balancing      

  F        F.  Pushing/

                  Pulling

C-Continuously,    F-Frequently,    O-Occasionally;    R-Rarely

 

 

3.  Description of Physical Demand

 

Physical Demand

Description

 

STANDING/WALKING

At copier; to greet and assist public/short distances to copier or management offices, to deliver agenda packet to Council members.

SITTING

Primary work position for most tasks including all phone and computer work.

LIFTING/CARRYING

Maintain files; set up for meetings – lifting chairs and tables.

REACHING

Answering telephone; work in files.

HANDLING

Operate telephone, to write messages; to distribute applications and permits.

CROUCHING/

KNEELING

Work in low file cabinet drawers; add copier paper.

 

BENDING

Change paper in copier; obtain files from lower drawers; set up rooms for meetings.

VISION

View computer monitors; input data; read/proof correspondence; create and maintain file material; greet public; distribute written information/permits/applications.

HEARING/TALKING

Primary aspect of the job; taking telephone calls; talking with general public to direct inquiries.

FINE DEXTERITY

To operate computer/typewriter keyboard; to operate multi-line phone system; to write messages; to file.

 

 

NON-PHYSICAL DEMANDS:

 

  O       time pressures                             C        noisy/distracting environment

_R__    emergency situations                   F        tedious exacting work situation

  O       irregular schedule/overtime          C        working closely with others as part of a team

_R_      danger/physical abuse                  C        performing multiple tasks simultaneously

  F        frequent change of tasks            ____    other (describe below)

_R__    varying periods of idle time interspersed with emergencies requiring intense

concentration

 

C-CONSTANTLY(2/3 or more of the time),   F-FREQUENTLY (1/3 TO 2/3 of the time),   
O-OCCASIONALLY
(up to 1/3 of the time),    R-RARELY (Less than 1 hour per week)

 

 

EQUIPMENT, MACHINES, TOOLS, AND WORK AIDS:

 

Personal computer, laser printer, multi-line telephone, copier, hole punch, document
binder, fax machine, typewriter, scanner, calculator

 

ENVIRONMENTAL FACTORS AND SAFETY HAZARDS:

 

N/A

 

 

 

 

KNOWLEDGE AND ABILITIES:

 

Knowledge of:      -     Standard office procedures

                           -     General understanding of Council/Manager form of government

-          Basic mathematical calculations

 

Ability to:          -.    Operate computer – using Microsoft and Adobe software (Microsoft Word,

                              Microsoft Outlook, Excel) Desktop Publishing, Quick Books Pro.

 

-          Communicate effectively, both verbally and in writing.

-          Make quick judgments regarding the urgency of situations and what
steps are necessary to handle customer complaints and/or requests

 

-          Establish effective working relations with co-workers

-          Deal effectively with the public, including irate citizens

-          Ability to accurately type at least 55 words per minute on computer

keyboard.

-          Follow written and verbal instructions

-          Operate multi-line phone system

-          Handle several tasks at one time

-          Read and comprehend city code, ordinances, manuals, memos, letters

-          Bilingual English/Spanish is desirable

-          Research, formulate and write city policies, ordinances, resolutions, memos, requests for proposals

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

·         High school diploma

·         Two years of administrative assistance and receptionist experience or equivalent

·         OR any equivalent combination of experience and training that provides the r
equired knowledge, skills, and abilities.

 

CERTIFICATES/LICENSES REQUIRED:

 

·         Valid Texas Drivers License

·         Notary Public Certification or ability to obtain within 60 days.

 

I agree this job description is a fair representation of the duties of the position that I
will be expected to perform.

 

Applicant or Employee:

 

___________________            ________________________                      _________

Printed Name                                        Signature                                              Date