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Administrative Assistant (Reception) - City of Newcastle ( Job # 17-0007)

This job is closed.

Minimum Salary: $3,855.00 per month
Maximum Salary: $5,031.00 per month
Employment Type: Full Time
Department: Administration - Finance
Open until filled.
(Open to current employees and the general public.)

Summary

Position is open until filled - May interview as candidates are identified.  The City reserves the right to make a hiring decision at any time.

This position serves as the first point of contact for customers to City Hall and must promote a positive public image at all times.  The position is a full-time non-exempt regular position working under the Finance Director.  Primary duties include greeting, answering and routing calls, cashiering, and general administrative support.  


Essential Duties & Responsibilities

This list is intended to illustrate the various types of work that may be performed.  The omission of specific statements does not exclude them from the position if the work is similar, related or logical assignment to the position. The person serving in this position typically experiences interruptions while performing their duties.

1.      Opens and closes City Hall on a daily basis; answers a multi-lined telephone; provides information to the public takes messages and/or refers callers to appropriate staff members;

2.      Greets the public; answers questions of a general nature; responds to inquiries from co-workers, residents and City Council; refers individuals to appropriate staff handling specific, department-related matters;

3.      Fulfills obligations, promises, and assignments within reasonable timelines; communicates project and assignment status and schedules regularly and in a timely way to supervisors;

4.      Communicates (regardless of medium) in all ways a positive manner that reflects well upon the City and the employee(s) in an accurate, professional manner, and in line with the customer service ethic identified herein; and, as needed, provides reliable and concise written and oral reports; makes recommendations involving areas of responsibility;

5.      Serves as cashier receipting payments, preparing daily reports and bank deposit slips for monetary reconciliation in accordance with established procedures;

6.      Consistent with the expectations of the City Manager, this employee will promote a culture that is customer- and business friendly; will encourage staff to take reasonable extra measures and/or time to ensure the needs of City customers and constituents are addressed or resolved at a personal level rather than a bureaucratic one;

7.      Receives processes and distributes Requests for Action and general service requests from the public and routes such requests to appropriate City staff;

8.      Obtains, date stamps and distributes all incoming mail and affixes postage and prepares outgoing mail; assists with bulk mailings;

9.      Receives applications and issues various licenses and permits as assigned; maintains databases, prepares and mails reminder notices, performs receipting and invoicing and reconciles fees received;

10.    Assists with records management, document retrieval and storage;

11.    Maintains a variety of databases (electronic & hard copy), records and documents;

12.    If qualified, become a Passport Acceptance Agent; provide information, make appointments, and process applications according to the rules and regulations of the Passport Agency;

13.    Other duties as may be assigned within the job classification of Administrative Assistant (Receptionist).

Working Conditions

The working conditions described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee will use hand-eye coordination is necessary to operate computers and various pieces of office equipment.  While performing this job the employee will need to: sit, hear sounds and voices, talk, stand, walk, use hands to to handle or operate objects and reach with hands and arms.  Specific vision abilities required by this position include close vision and the ability to adjust focus.  The employee must be able to occasionally lift, move or transport items up to 25 pounds.  The noise level in the working environment is moderately quiet.

 


Knowledge of:

  • Personal computers, including Microsoft Office Suite and Financial Software;
  • Cashiering;
  • Modern office practices and procedures; and
  • Business English, spelling and arithmetic.

Skill in:

  • Operating personal computers, calculators, multi-lined telephones, copiers, fax machines, label makers, postage meters;
  • Communicating effectively – verbally and in writing, including correct English usage, grammar, spelling, punctuation and vocabulary;
  • Maintaining professional appearance and demeanor in stressful situations; and
  • Patinetly handles irate customers and emotional situtaitons in a business-like manner, demonstrating tact, patience and courtesy.

 

 


Qualifications:  

  • High School diploma or GED, two years of college-level course work is preferred;
  • Two years of experience in office operations and Microsoft Office products and providing customer service to the public, municipal experience is strongly desired.
  • Any equivalent combination of education and expereience which provides the applicant with the knowledge, skills and abilities to perform the job; and
  • Subject to a criminal background check.

The person in this position is encouraged to be a Notary Public or able to acquire such a license as well as become a Passport Acceptance Agent within the first 6 months of employment.

Legal and Regulatory Employment Conditions:  This classification description does not constitute an employment agreement between the City and employee.  It is subject to change as the needs of the City and requirements change.

Appointment and Removal Authority: The City Manager is the appointing authority of the City with power of appointment and removal of all employees.

Abide by Personnel Policies:  Upon acceptance of employment, the employee will be provided with a copy of the City’s Personnel Policies, will be asked to acknowledge receipt of same in writing, and is required to abide by those policies, as printed at that time or thereafter amended, during employment with the City.


Attachments

Location
Newcastle City Hall
12835 Newcastle Way, Suite 200
Newcastle, WA 98056