Administrative Assistant - Front Desk

City of Reynoldsburg; Reynoldsburg (OH); On-site; USD 38,000 - 52,000; Full time

Job summary

City of Reynoldsburg is seeking an Administrative Assistant Front Desk under the direction of the Public Service Director to greet visitors, answer phones, and support City Hall operations.

The role includes preparing records and reports, coordinating with departments, and assisting with budgetary tasks, data entry, and scheduling duties, while maintaining confidentiality and professional communication with the public and staff.

Qualifications

• High school diploma or GED or equivalent is required.
• One year of office practices and procedures experience or training.
• Typing at least 30 words per minute and ability to operate a ten-key calculator.
• Notary Public commission or ability to obtain within six months preferred.
• Valid Ohio Driver’s License and ability to maintain insurability under city’s vehicle policy.

Responsibilities

• Greet visitors and serve as main point of contact at City Hall.
• Answer phones, respond to inquiries, and direct to appropriate staff.
• Prepare and maintain records, files, and reports.
• Provide excellent customer service to citizens, businesses, staff and officials.
• Assist with budgeting tasks and process invoices; manage department accounts.
• Organize meetings, process payments, and maintain office supplies.

Skills

Customer service

Communication

Office organization

Independent judgment

Discretion

Time management

Education

High school diploma or GED

Notary Public (preferred)

Tools

Microsoft Office

Ten-key calculator

Job description

Under the direction of the Public Service Director, the Administrative Assistant Front Desk will perform a variety of complex administrative functions involving the use of independent judgment and personal initiative; assist with projects as necessary. This position acts as main point of contact City Hall, greeting visitors, answering phones, accepting deliveries.

• Provides excellent customer service to citizens, businesses, department staff, and/or city employees regarding various issues. Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department; prepares and maintains records and files; prepares reports.
• Effectively communicates both orally and written with members of the public, staff and elected officials. Creates phone greeting and signage for Holiday closings and events to notify the public.
• Performs a variety of clerical/secretarial tasks for various Service departments/offices; fills in for the Service Director Administrative Assistant; receives, distributes incoming mail; prepares routine forms; orders office supplies; types correspondence, takes/processes payments; writes receipts.
• Provides administrative support; answers and screens incoming phone calls; relays messages and/or important information; types a variety of complex reports and materials; conducts research; compiles data.
• Prepares and maintains confidential correspondence/reports and files; keeps files current as they relate to each meeting; performs non-routine administrative tasks; independently formulates decisions/judgments involving non-legal interpretation of department policies and procedures relating to service department work. Prepares correspondence and reports to carry out other assignments; organizes meetings; inventories, orders and maintains office supply budget; responsible for reporting resident complaints and distributes to correct department or resolve it.
• Assists with budgetary functions (i.e. encumbering monies appropriated by Council, paying invoices received, managing department accounts); process mowing and nuisance invoices and maintain files to support submission to County Auditors (Franklin, Fairfield and Licking). Follow up and research information on vacant property Registration.
• Assist with planning of the Community Clean Up event or other projects as assigned.
• Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.
• Assists the Director Public Service with the annual street maintenance program, sidewalk replacement and leisure trail improvement projects.
• Regular, predictable, and punctual attendance is required.
• Performs other related duties as assigned

Minimum Qualifications

• High school diploma or GED or equivalent
• One (1) year experience or training in office practices and procedures.
• Typing a minimum of 30 words a minute and operation of a ten key calculator
• Prior municipal or academia experience preferred
• Notary Public commission or the ability to obtain one within six months of employment preferred

• Valid Ohio Driver’s License and the ability to maintain insurability under city’s vehicle insurance policy

Knowledge of:

• Operations, governing laws and structure of local government
• Office administrative practices and procedures
• Proper English usage, including spelling, grammar, punctuation and vocabulary
• Purchasing processes and procedures
• Recordkeeping, report preparation, filing methods and records management techniques

Skill in:

• Providing excellent customer service to internal and external customers
• Diffusing potentially negative or tense situations and knowing when to escape the issue to someone else
• Navigating PC and web-based software programs
• Advanced utilization of Microsoft Office Suite (Word, Excel, etc.)
• Using tact, discretion, initiative and independent judgment within established guidelines
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction

Ability to:

• Maintain complex records and prepare reports from such records
• Use discretion and maintain confidentiality of sensitive information
• Establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the public
• Communicate effectively both orally and in written form (including electronically)
• Follow complex written or oral directions
• While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; grasp and hold objects; keyboard; and rarely lifts or moves objects up to 25 pounds

Working Conditions:

• Work is performed in a normal office environment
• Has contact with potentially emotionally distraught persons