Hall Receptionist

Position: CITY HALL RECEPTIONIST (FULL TIME)
for job description

CITY HALL RECEPTIONIST
- City Secretary
- Records Management

JOB SUMMARY

Under the general direction of the City Secretary, serves as the primary point of contact for the public by operating a multi-line telephone system and providing professional receptionist services. Performs a variety of administrative and clerical duties, including data entry, document preparation, records management, document scanning, and routine office support functions. Assists with maintaining efficient office operations and delivers courteous customer service to residents, visitors, and staff.

Performs other related duties as assigned.

ESSENTIAL JOB FUNCTIONS

* Serve as the primary public contact for City Hall by answering and routing calls through a multi-line telephone system efficiently and courteously.

* Receive, greet, and assist visitors; answer questions; provide information on City services and public events; and direct visitors to the appropriate department or staff member.

* Assist City officials, employees, and members of the public with questions requiring knowledge of City policies, procedures, and services.

* Respond to requests for information and services from the public and City personnel, exercising sound judgment and initiative in the absence of specific instructions.

* Utilize tact, diplomacy, and customer service skills to professionally address concerns, complaints, and difficult interactions.

* Communicate professionally and effectively with residents, visitors, employees, and elected officials in person, by telephone, and in writing.

* Maintain composure and perform effectively in high-volume, emergency, and rapidly changing situations while handling multiple inquiries simultaneously.

* Monitor visitor activity in City Hall and report safety, security, or operational concerns to appropriate personnel.

* Greet and assist visitors to the Mayor's Office and facilitate communications and visitor access as appropriate.

* Interact effectively with City Council members and provide administrative support as needed.

* Assist in preparing and distributing information and materials for City Council members and other officials.

* Coordinate Council meeting meals and refreshments, ensuring timely delivery, accurate orders, and accommodation of dietary restrictions and attendance requirements.

* Reserve and coordinate meeting rooms and related scheduling needs.

* Conduct research and gather information to respond to inquiries and support departmental operations.

* Perform document scanning, data entry, records management, and other clerical and administrative support functions.

* Provide cross-functional support to the City Secretary's Office and assist with departmental programs, projects, priorities, and special events as needed.

* Coordinate with designated backup personnel to ensure continuous reception and telephone coverage during breaks, lunches, meetings, training, and leave periods.

* Maintain a professional reception area and contribute to the efficient operation of City Hall.

OTHER JOB FUNCTIONS

* Work in a reception environment that requires continuous coverage and coordination with backup personnel before leaving the workstation.

* Ability to use standard office equipment, including computers, telephones, scanners, copiers, and other office technology.

* Perform other related duties as assigned.

REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES

High school diploma or GED required.

EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS

* Minimum of one (1) year of general clerical or administrative support experience required.

* Minimum of one (1) year of receptionist, customer service, or telephone operations experience required; experience operating a multi-line telephone system or switchboard is preferred.

* Demonstrated ability to communicate clearly and professionally, with strong diction, enunciation, and telephone etiquette.

* Excellent customer service skills with the ability to interact courteously and effectively with residents, visitors, vendors, City officials, and employees.

* Ability to exercise tact, diplomacy, patience, and sound judgment when responding to inquiries, complaints, and challenging situations.

* Knowledge of general office practices, procedures, and equipment, including computers, telephone systems, scanners, copiers, and related office technology.

* Ability to perform multiple tasks simultaneously, prioritize work, and maintain composure in a fast-paced environment with frequent interruptions.

* Strong organizational skills and attention to detail.

* Ability to establish and maintain effective working relationships with coworkers, elected officials, vendors, and the public.

* Ability to work independently with minimal supervision while contributing effectively as a member of a team.

* Must have ability to mentally focus throughout all assigned job tasks.

* Professional appearance and demeanor consistent with representing the City to the public.

* Regular, reliable attendance and punctuality are…