Office Assistant (part time/on call)

Village of Pinehurst; Pinehurst (NC); On-site; USD 32,000 - 45,000; Full time

Job summary

The Village of Pinehurst is seeking a clerical and customer service assistant to support multiple departments, including Village Hall, Parks and Recreation, and the Public Services Office. The role acts as a backup to fill staffing gaps and maintains smooth daily operations.

Responsibilities include greeting visitors, answering phones, processing mail, handling permits and payments, and registering participants for recreational activities.

Qualifications

• General office practices and procedures knowledge.
• Proficient in data entry, filing, and records maintenance.
• Ability to operate standard office equipment and use computer applications.

Responsibilities

• Greet visitors and answer phones; direct inquiries to appropriate sources.
• Process mail and respond to emails; route documents as needed.
• Handle payments and permits; assist with registrations for recreational activities.

Skills

Customer service

Data entry

Communication

Typing

Multitasking

Phone etiquette

Education

High school diploma

Tools

Excel

Word

Outlook

Great Plains

Accela

Civic Rec

MYVOP

Job description

This position provides clerical and customer service support across multiple Village departments, including Village Hall, Parks and Recreation, and the Public Services Office. The role serves as a backup to these departments, filling in whenever there are staff absences to ensure continuity of operations.

Primary responsibilities include greeting visitors, answering phones, processing mail, handling various permits, managing payments, and registering participants for recreational activities. The position involves regular public interaction, data entry, recordkeeping, and operation of standard office equipment. Additional duties include maintaining front desk materials, logging lost and found items, and managing equipment check-in/out for Parks and Recreation. Employees handle routine inquiries independently and refer non-routine matters as needed. Work is supervised and evaluated based on accuracy, efficiency, and quality of customer service, with related duties assigned as necessary.

• Answers telephone and greets visitors; handles multiple telephone lines; processes requests for assistance; directs calls or visitors to the best sources for information and gives information based on the type of request. Retrieves messages from departmental voicemail as required or needed.
• Processes incoming and outgoing mail including incoming packages.
• Takes messages and returns phone calls; screens and routes documents; receives email and routes or responds; orders material requested; and processes billings if appropriate.
• Processes golf cart permits.
• Processes Single Trade, Single Family Residential, Propane, Renovations, and Fence Review permits and all associated payments for the P&I Department. Files or pulls permits as needed.
• Registers participants in athletic and recreational activities, including rental of all athletic fields and facilities. Processes payments and refunds related to those activities. Calls customers with class cancellations or changes.
• Enter customer complaints into the Complaint Management System as needed.
• Operates computer, copy machine, fax machine, credit card machine, and postage machine.
• Enters correct information onto forms or standardized letters, memoranda, or reports and makes adjustments as necessary to fit varying situations.
• Creates records or reports by posting general activity in an automated system or enters data on established forms and files.
• Refills forms and ensures materials at the front desk are well stocked and up to date.
• Logs in Lost & Found items.
• Checks in and out Parks & Recreation equipment and keys.
• May assist other staff with program and office support functions.
• Performs related duties as required.

• Must be able to report to work promptly and when scheduled.
• Working knowledge of office practices and procedures.
• Working knowledge of arithmetic, grammar, spelling, and vocabulary.
• Working knowledge of computers for letters, reports, spreadsheets, and other computer applications used in the assigned office.
• Working knowledge of the program services provided by the Village.
• Skill in the operation of a typewriter, computer, copier, scanner, fax machine, or other office equipment.
• Familiarity with Outlook Mail and the ability to learn in-house systems such as Great Plains, Accela, Civic Rec, MYVOP, the intranet, etc.
• Proficient in Excel and Word.
• Ability to process data, information, and other information required by the program and office.
• Ability to communicate effectively in person and by telephone.
• Ability to be tactful and courteous.
• Ability to follow oral and written instructions and procedures.
• Ability to enter data with accuracy at the speed required of the particular program or position.
• Ability to use automated systems and technology in performing the duties assigned.
• Ability to establish and maintain effective working relationships with the general public and other employees.

Physical Requirements

• Must be able to physically perform the basic life operational functions of reaching, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to move objects.
• Must possess the visual acuity to prepare and generate data and figures, operate a computer, and determine the accuracy, neatness, and thoroughness of the work assigned.

Driver's license.Graduation from high school supplemented by courses in typing/keyboarding, word processing, data entry, or related skills and some clerical experience utilizing and operating computers and experience in working with the public, or an equivalent combination of education and experience.