Receptionist

Gulfshoresal; Panama City, Northern (FL, KY); Hybrid; USD 32,000 - 52,000; Full time

Job summary

Gulfshoresal in Panama City, FL, is seeking an administrative assistant to provide general administrative and customer service support for City Hall operations, with primary support to Human Resources and Risk Management. The role involves phone management, mail handling, data entry, filing, basic website updates, meeting coordination, and maintaining records with accuracy and confidentiality.

Qualifications include a high school diploma or GED, at least two years of admin experience, MS Office,

Qualifications

• High school diploma or GED.
• Two years of administrative support experience, including with Microsoft Office.
• Municipal government and/or human resources experience is desirable.
• Experience with HRIS systems such as UKG and NeoGov is desirable.
• Notary Public for Florida or ability to obtain within six months.
• Bi-lingual English/Spanish preferred.

Responsibilities

• Answer multi-line phone switchboard and provide information to the public.
• Receive mail and route to appropriate departments; draft routine responses.
• Support HR and Risk Management with records, forms, and data entry.
• Assist with website updates, posting positions, and events coordination.
• Prepare reports and assist with records requests and employment verifications.

Skills

Bilingual English/Spanish

Customer service

Communication

Record keeping

Education

High school diploma or GED

Tools

Microsoft Office

UKG

NeoGov

Multi-line phone system

Job description

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.

Examples of Duties

• 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 ID badge 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; or other 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.

Typical Qualifications

MINIMUM QUALIFICATIONS

• 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.

Supplemental Information

KNOWLEDGE REQUIRED BY THE POSITION

• 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 and in writing with various audiences.
• Ability to establish and maintain effective working relationships with City employees, insurance providers, governmental agencies, and the general public.

SUPERVISORY CONTROLS

The Human Resources and Risk Management Director or designee assigns work in terms of somewhat general instructions. Others may provide functional supervision. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include City and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The purpose of this position is to provide reception and administrative support for Administrative Departments/Divisions, including, but not limited to City Manager's Office, City Clerk's Office, Communications, IT, and Human Resources and Risk Management which contributes to the complexity of the position.
• The work consists of varied customer service duties, including working with a diverse client-base and interacting with customers that may be experiencing stressful events/situations.Frequent interruptions, managing unusual demands and call volume, receiving sensitive information, maintaining confidentiality, interpreting and explaining policies/procedures, and managing changing priorities, contribute to the complexity of the position.
• The purpose of this position is to provide customer service and clerical support for the operations of the department.Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

• Contacts are typically with co-workers, other City employees, delivery persons, and the general public.
• Contacts are typically to give or exchange information and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• While performing the essential duties of this job, the employee is required to talk, hear, see, grasp, finger, and make repetitive motions. This position is mostly sedentary work. Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently to reach, lift, carry, push, pull, or otherwise move objects.The employee is occasionally required to stoop, kneel, crouch, walk, and stand.The employee is required to have close visual acuity.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

** These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.