Office Assistant (Daphne City Hall)

City of Daphne, Alabama; Daphne (AL); On-site; USD 29,000 - 42,000; Full time

Job summary

City of Daphne is seeking an Office Assistant to manage front-desk reception at Daphne City Hall. The role entails handling a multi-line phone system, greeting the public, and directing inquiries to the proper departments.

In addition, the position involves clerical tasks such as data entry, mail processing, basic accounting support, and preparing standard documents. A high school diploma and prior office experience are required, with a focus on professionalism and confidentiality.

Qualifications

• High school diploma or equivalent with 3 years of general office/reception experience.
• Must have strong customer service and confidentiality.
• Experience with data entry and basic office duties preferred.

Responsibilities

• Answer and route phone calls; greet visitors and direct to appropriate staff.
• Provide information on city services; assist with applications and forms.
• Receive and process payments; issue receipts and balance revenues.

Skills

Customer service

Data entry

Reception responsibilities

Cash handling

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

Database software

Job description

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 municipalities, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Receives and secures bids submitted to the City.
• Coordinates with the office of the City Clerk to ensure building doors are unlocked/secured
• Performs other related duties as assigned.

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 municipalities, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Receives and secures bids submitted to the City.
• Coordinates with the office of the City Clerk to ensure building doors are unlocked/secured
• Performs other related duties as assigned.

Essential Functions

• 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 municipalities, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Receives and secures bids submitted to the City.
• Coordinates with the office of the City Clerk to ensure building doors are unlocked/secured
• Performs other related duties as assigned.

Knowledge, Skills And Abilities

• Knowledge of basic arithmetic operations.
• Skill in starting, stopping, operating and monitoring the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
• Ability to exchange information for the purpose of clarifying details within well-established policies, procedures and standards.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

Minimum Qualifications

Education and Experience: High school diploma or equivalent; supplemented by three (3) years experience and/or training involving general office work, reception work, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must have high level of customer service skills, act with professionalism, and be able to maintain confidentiality.

Licenses or Certifications: Valid State of Alabama driver’s license.

Additional Information

PHYSICAL DEMANDS: The work is sedentary work which requires exerting up to 10 pounds of force. Work requires the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight. Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, odor, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT: Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions.