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Receptionist - City of Kenmore ( Job # 18-0005)

This job is closed.

Minimum Salary: $19.56 per hour
Maximum Salary: $27.00 per hour
Employment Type: Part Time
Department: Executive
Open until filled.. Applications first reviewed on: Friday, May 25, 2018
(Open to current employees and the general public.)

Summary

The City of Kenmore is seeking two part time individuals to provide exceptional customer service at reception and the City's front counter.  Each position is anticipated to be 25 hours per week so that the two individuals will overlap around the lunch period.  One schedule may be 8:30 to 1:30 and the other schedule 12:30 to 5:30. The Receptionist provides responsible reception, general office support, and guest services to the elected and appointed staff of the City.  Receives telephone callers, walk-in guests, and visitors to the City Hall.  Using proper etiquette, provides assistance, screens, directs, and refers callers and visitors to the appropriate service or staff member.  Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time.

Must apply at https://www.govjobstoday.com/jobannouncement.aspx?jid=8099

This is a regular City position with benefits provided according to scheduled hours.  The first review of applications will be May 25, 2018.


Essential Duties and Responsibilities

Receives telephone calls, guests, and unscheduled visitors, screening callers to determine the referral, directing and announcing visitors to the appropriate staff, and conveying routine information.

Operates a complex multi-line telephone system to receive and direct incoming and facilitate outgoing calls.

Responds to inquiries and conveys information about services provided by the City. Conveys policies and procedures, referring difficult or sensitive matters to the appropriate staff member.

Receives facsimile and electronic transmittals and routes them to the appropriate destination.  Assures proper handling of communications, particularly private information.

Receives, signs for, notifies staff of receipt, and delivers special deliveries to the City. 

Conducts limited financial transactions such as pet licenses, following the proper procedures for accounting, receivables and reporting.

Prepares and maintains a variety of records, logs and files, compiles and collates information, maintains an adequate stock of supplies for reception area. 

Prepares a variety of letters, memos, forms, and reports as requested and ensures an adequate supply of public information and forms.

Maintains a neat and orderly appearance for the reception area.

Assists with setup of telephone and voice mail services.

Compiles and distributes telephone directory trees, including frequent-use and emergency contact numbers.  Maintains up-to-date emergency call numbers that support the City’s emergency procedures and facilitate contact by outside emergency personnel.

Assists with requests for new and modified phone extensions, including those connected with moves.  May provide one-on-one orientation to telephone users on features.

Arranges for, and otherwise records standard messages onto the automated phone feature.  Adjusts messages for changes in schedules and business hours.

Receives, dates, and forwards public records requests to the City Clerk.

Performs general clerical services such as, but not limited to, making copies, data entry, and filing.  Receives, date stamps, and forwards all mail to appropriate staff member or department.

Ensures reliable and timely attendance.

Performs other duties as assigned that support the overall objective of the position and the needs of the organization.

Knowledge, Skills and Abilities

The Receptionist requires competency in administering a multi-line central telephone system and a business-like acumen that represents the City and City Council in a professional manner.  The position requires a working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, mail distribution processes and letter and report writing.  Requires basic knowledge of the operating characteristics of telephone exchange systems, including voicemail and call processing procedures, practices, and techniques.  Requires basic knowledge of the services of the Kenmore City government.  Requires basic math skills sufficient to code count, sum, multiple and divide.  Requires a working knowledge of and skill in using various standard office machines, including personal computers with word processing, and basic spreadsheets. Requires knowledge of and skill in using data entry screens for inputting information to databases.  Requires sufficient human relations skill to work with a diverse population, exercise patience when dealing with internal and external customers, and convey information about the services of the City.

Requires the ability to perform the duties and responsibilities of the position.  Requires the ability to operate computer-aided telephone systems, including those with voicemail and call processing.  Requires the ability to learn and perform basic troubleshooting of telephones, including those with voicemail and call processing.  Requires the ability to learn and describe knowledge of City operations, functions, and programs.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to work as a contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the City and its services.

The position incumbent must be able to function indoors in an office environment. Requires ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work, and to move to various campus locations.  Requires the ability to use near vision to read printed materials and projected screens.  Requires auditory ability to carry on conversations in person and over the phone.  Requires the ability to retrieve work materials from overhead, waist, and ground level files.  Requires manual and finger dexterity to write, use a pointing device and keyboard at an acceptable rate, operate a computer, and to operate other standardized office equipment, requiring repetitive motions.  Requires driving ability in order to transport oneself in and around Kenmore.

Education and Experience

The position typically requires a high school diploma and two years of experience in an administrative support capacity that includes reception, telephone services, and guest relations.

Requires an acceptable driving record and a valid drivers license. 


Attachments

Location
City of Kenmore
18120 68th Ave NE
Kenmore, WA 98028