Receptionist/Administrative Assistant

Avon Park; Avon Park (FL); On-site; USD 22,000 - 26,000; Full time

Benefits offered by this job

Drug-free workplace

Pre-employment drug testing

Equal opportunity employer

Job summary

The City of Avon Park is seeking a Receptionist/Administrative Assistant to serve as the first point of contact, manage front-desk operations, and provide daily clerical support. Responsibilities include greeting visitors, mail handling, meeting coordination, minutes typing, and maintaining office supplies.

Requires strong communication, MS Office proficiency, and the ability to maintain the front-office appearance; high school diploma or equivalent, with an associate or bachelor's degree a

Qualifications

• Proven experience as a receptionist, administrative assistant, or similar role.
• Proficiency in MS Office (Word, Excel, Outlook) and familiarity with Google Drive or databases.

Responsibilities

• Greet residents and business owners, directing them to the appropriate person.
• Answer, screen, and forward incoming calls; manage the city call log.
• Provide administrative support: scanning, filing, data entry, and organizing documents.
• Assist with reports, presentations, minutes, and correspondence; maintain the City website and social media posts.
• Maintain the reception area, monitor and order office supplies; operate office equipment.
• Schedule meetings, manage conference room bookings, and coordinate travel arrangements.
• Handle mail and deliveries; assist with data entry and record organization.

Skills

Receptionist experience

MS Office proficiency

Strong communication

Organizational skills

Customer service

Education

High school diploma or equivalent

Associate's or Bachelor's degree a plus

Tools

MS Office

Google Drive

Job description

PREFERENCE IS GIVEN TO INTERNAL APPLICANTS FOR THE FIRST 10 DAYS

SALARY: $16.23 - $19.36 DOE

NATURE OF WORK:

The Receptionist/Administrative Assistantacts as the company's first point of contact, managing front-desk reception, phone systems, and providing daily clerical support. Key duties include greeting visitors, managing mail, scheduling meetings, assisting with typing of meeting minutes, and maintaining office supplies. This role requires strong communication skills, proficiency in Microsoft Office, and the ability to manage front-office appearance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reception & Communication: Greet residents and business owners warmly, directing them to the appropriate person. Answer, screen, and forward incoming phone calls, and manage the general city call log.

Administrative Support: Provide administrative assistance, such as scanning, filing, data entry, and organizing documents. Assist with preparing reports, presentations, typing of minutes, and correspondence. Assist in maintainingCity of Avon Park Website, and Social Media Posts.

Office Management: Maintain the cleanliness of the reception area. Monitor office supply inventory and place orders as needed. Operate and maintain office equipment (copier, scanner, postage machine).

Scheduling & Coordination: Coordinate meetings, conference room bookings, and travel arrangements. Update staff directories and internal contact lists.

Mail/Logistics: Receive, sort, and distribute daily mail and deliveries.

Other Administrative Duties: May work with various departments within the city to provide assistance with data entry, record organization, meeting set up, and other duties as assigned.

OTHER KNOWLEDGE, SKILLS, AND ABILITIES:

Experience: Proven experience as a receptionist, administrative assistant, or similar role.

Technical Skills: Proficiency in MS Office (Word, Excel, Outlook) and, ideally, basic knowledge of office software like Google Drive or databases.

Soft Skills: Strong, professional communication (written and verbal), excellent organizational skills, and a positive, customer-service-oriented attitude.

EDUCATION:

• High school diploma or equivalent; associate’s/bachelor’s degree is a plus

PHYSICAL DEMANDS:

• Works at a desk or computer for extended periods, with the ability to move about at will.
• Works primarily in an indoor office environment.

BENEFITS:

The City offers a wide range of benefits to its employees to include vacation, sick, and holiday time off, health, dental, vision, life insurance, supplemental benefits, employee assistance program, retirement in the Florida Retirement System (FRS) as well as Nationwide Pre and Post Tax retirement options. Please contact Human Resources at 1-863-452-4406 if you have any questions about the carriers and cost.

EMERGENCY RESPONSE STATUS:

As a condition of employment, City of Avon Park employees will be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.

ADDITIONAL INFORMATION:

The City of Avon Park is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, ethnicity, disability, genetic information, marital status, or status as a protected veteran. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact Human Resources (863‐452‐4406). Notification must be made in advance to allow sufficient time to determine if reasonable accommodation can be provided. Preference will be given to preference‑eligible veterans in accordance with applicable law. Equal Employment Opportunity (EEO)/Disabled/Veteran.

The City of Avon Park is a drug‑free workplace. This position is subject to pre‑employment drug testing. All City of Avon Park positions are subject to reasonable suspicion drug testing. As a condition of employment, you will be required to pass the pre‑employment drug test in accordance with Florida Statute 440.102.