Receptionist, Administrative​/Clerical

This position is responsible for providing general administrative and customer service support for City Hall operations, including primary administrative support to the Human Resources and Risk Management Department.

• Answers multi-line phone switchboard; answers questions and screens calls; provides information to the general public. Identifies sensitive issues and brings them to the immediate attention of director/management. Provides insight into pattens of calls received.

• Receives deliveries and arranges for the transfer of deliveries to other city departments.
• Receives all incoming mail (paper and electronic); gathers and forwards outgoing mail; routes mail; drafts routine responses and directs inquiries made in person, email or by telephone to appropriate individuals for response. Completes research upon request
• Guides visitors through the check-in process and maintains visitor records; assists visitors with information.
• Types, completes data entry, reviews, processes paperwork, maintains logs/directories, creates forms, scans and makes photocopies of various documents. Assumes responsibility for correct spelling, punctuation, grammar and format.
• Assists in updating the City's website and intranet; posts and advertises positions upon request.
• Assists with the coordination of meetings/appointments, workshops, activities, and other events, which may include managing catering orders, set-up and clean-up.
• Orders and maintains operating supplies, reconciling billing and codes invoices for processing.
• Researches, compiles, organizes, and analyzes data for special projects or reports as assigned.
• Assists employees with new and replacement  requests.
• Performs Human Resources filing and retrieves information as needed; establishes and maintains a variety of tangible files including, but not limited to, correspondence, job descriptions, contact lists, forms, cards, receipts, reports, and records; orother audit and tracking records.
• Assists with records requests.
• Assists with screening applications for minimum qualification on selected position requisitions.
• Interacts with other departments/divisions and outside agencies.
• Assists with employment verifications.
• Assists with scheduling of applicants for interviews, backgrounds, physicals, and drug testing.
• Assists with bulk mailings utilizing Microsoft mail merge functionality for communications and envelopes/labels.
• Performs special projects as assigned
• May translate communications or documents as needed.
• Performs related duties.

• High school diploma or GED.
• Two years of administrative support experience, including with Microsoft Office.
• Previous municipal government and/or human resources experience is desirable.
• Experience with human capital management systems/HRIS, including UKG and Neogov is desirable.
• Experience using a multi-line phone system, including complex functionality is preferred.
• Notary Public for the State of Florida or ability to obtain within six months of employment.
• Bi-lingual English/Spanish skills preferred.
• Equivalent combinations of education and experience may be considered.

• Knowledge of computers and job-related software programs.
• Knowledge of customer service principles and practices.
• Knowledge of City and department policies and procedures.
• Knowledge of grammar, punctuation, and spelling.
• Skill in providing high level of quality customer service to a diverse client base.
• Skill in the use of such office equipment as a computer, applicable computer software, scanner, label maker, camera, and copier.
• Skill in listening well and communicating effectively verbally and in writing with various audiences.
• Skill in developing, organizing and maintaining accurate records and filing systems.
• Skill in accurately entering and maintaining data.
• Ability to achieve timeliness, completeness and assuring proper quality control.
• Ability to handle sensitive information confidentially and professionally.
• Ability to respond with tact, composure, and courtesy even when encountering contentious circumstances and assisting individuals who may be experiencing significant stress.
• Ability to be accurate and focus attention on tasks, which may be routine or repetitive, without losing concentration or becoming distracted.
• Ability to adapt to interruptions, equipment failures, unusual demands or changing priorities.
• Ability to maintain appropriate keyboard skills necessary for successful job performance.
• Ability to listen well and communicate effectively verbally…