Office Assistant; Daphne Hall

Description

The purpose of this classification is to perform clerical/reception work associated with answering/processing telephone calls, greeting the public, providing customer service, processing/receiving mail, performing data entry, and processing documentation relating to Daphne City Hall.

The Office Assistant performs reception functions for the front desk of Daphne City Hall. This position interacts with the public daily and must provide excellent customer service and professionalism to all visitors.

• Performs reception functions; operates a multi-line telephone system, answers incoming telephone calls, and greets visitors/callers; ascertains nature of business and directs callers/visitors to appropriate personnel; records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
• Performs customer service functions in person, by telephone, email, and by mail; provides information/assistance regarding city departments, locations, phone numbers, services, procedures, forms, fees, or other issues; refers callers/visitors to appropriate departments or agencies; distributes forms, packets, or other documentation as requested; assists the public in completing standard City forms; receives permit applications; responds to routine questions/complaints, researches problems, and initiates problem resolution;
  
  provides assistance to city employees and members of the public.
• Receives moneys in payment of various fees/services; records transactions and issues receipts; balances revenues and forwards as appropriate.
• Submit work order requests.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Processes incoming/outgoing mail and packages; picks up and delivers mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; assists with packaging and mailing of outgoing mail/packages, which may include completing shipping labels and contacting shipping/courier services for pickup of packages.
• Verifies and posts bid advertisements; receives bid packets from vendors, contractors, or other parties; maintains bid list reflect current bidders.
• Assists in preparing financial documents for scanning/imaging.
• Provides clerical support to finance staff members as needed; assists with binding of budget documents; maintains check in/out log.
• Sends and receives documentation via fax machine; delivers faxes or notifies appropriate personnel for pickup; replenishes fax paper, toner, and other supplies.
• Prepares or completes various forms, reports, correspondence, receipts, spreadsheets, checklists, work orders, time sheets, or other documents.
• Receives various forms, reports, correspondence, lists, payments, invoices, schedules, event calendars, license applications, work orders, agreements, policies, procedures, maps, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a motor vehicle, multi-line telephone system, personal computer, postage machine, label maker, laminator, two-way radio, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner;
  
  coordinates service/repair activities as needed.
• Copies and distributes forms, reports, correspondence, and other related materials.
• Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Communicates with supervisor, employees, other departments, city officials, courier/mailing services, vendors, contractors, utility companies, other…