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Administrative Assistant (Reception) - City of Newcastle ( Job # 18-0011)

Minimum Salary: $3,971.00 per month
Maximum Salary: $5,182.00 per month
Employment Type: Full Time
Department: Administration
Open until filled.
(Open to current employees and the general public.)

Summary

Do you enjoy helping others?  The City of Newcastle is looking for an Administrative Assistant (Reception) that serves as the first point of contact at City Hall.  We are looking for someone who is friendly, professional and promotes a positive public image at all times.  Primary duties include reception, cashiering, and general administrative support.

Newcastle may interview candidates as they are identified.


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; greets and provides information to the public; receives, processes and distributes general service general service requests and refers individuals to appropriate staff. 
  2. Order office supplies for all city departments and schedule service for office equipment.
  3. Communicates (regardless of medium) in all ways a positive manner that reflects well upon the City and the employees in an accurate, professional manner; promote a culture that is customer and business friendly, takes the time to ensure the needs of the City customers are addressed or resolved at a personal level rather than a bureaucratic one. 
  4. Serves as cashier receipting payments, preparing daily reports and bank deposit slips for monetary reconciliation in accordance with established procedures.
  5. Receives, date stamps and distributes all incoming mail and affixes postage and prepares outgoing mail; assists with bulk mailings.
  6. Receives applications, issues various licenses and permits as assigned; maintains databases, prepares and mails reminder notices, performs receipting and invoicing and reconciles fees received.
  7. Assists with records management, document retrieval and storage.
  8. Maintains a variety of databases (electronic & hard copy), records and documents.
  9. Other duties as may be assigned within the job classification of Administrative Assistant (Receptionist).

Other Duties

Because of the small size of Newcastle City staff, each employee is expected to perform a wide range of office and/or field duties as may be required from time to time.

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 handle or operate objects and reach with hands and arms.  

The employee must be able to occasionally lift, move or transport items up to 25 pounds.  

Specific vision abilities required by this position include close vision and the ability to adjust focus.

The noise level in the working environment is moderately quiet.

Knowledge & Abilities

Knowledge of:

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

Ability to:

  • Operate personal computers, calculators, multi-lined telephones, copiers, fax machines, label makers, postage meters;
  • Maintain regular, predictable and reliable attendance during scheduled hours;
  • Work on a variety of tasks and assignments simultaneously; meet deadlines; communicate project and assignment status and schedules regularly to supervisor;
  • Work as part of a team; establish and maintain effective working relationships;
  • Communicating effectively – verbally and in writing, including correct English usage, grammar, spelling, punctuation and vocabulary;
  • Maintaining professional appearance and demeanor in stressful situations; and
  • Patiently handles irate customers and emotional situations in a business-like manner, demonstrating tact, patience and courtesy.
Qualifications

MINIMUM 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 desirable;
  • Any equivalent combination of education and experience which provides the applicant with the knowledge, skills and abilities to perform the job; and
  • Subject to a criminal background check.

OTHER QUALIFICATIONS

The person in this position is encouraged to be a Notary Public 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