Administrative Assistant - Front Desk at North… · Reynoldsb…

Summary: The City of Reynoldsburg is a municipal government employer providing public services to the community. The Administrative Assistant - Front Desk serves as the primary City Hall contact while providing customer service, clerical support, records and file management, budget assistance, payment processing, and administrative support for Service departments.

Responsibilities:
- Provides excellent customer service to citizens, businesses, department staff, and/or city employees regarding various issues. Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department; prepares and maintains records and files; prepares reports
- Effectively communicates both orally and written with members of the public, staff and elected officials. Creates phone greeting and signage for Holiday closings and events to notify the public
- Performs a variety of clerical/secretarial tasks for various Service departments/offices; fills in for the Service Director Administrative Assistant; receives, distributes incoming mail; prepares routine forms; orders office supplies; types correspondence, takes/processes payments; writes receipts
- Provides administrative support; answers and screens incoming phone calls; relays messages and/or important information; types a variety of complex reports and materials; conducts research; compiles data
- Prepares and maintains confidential correspondence/reports and files; keeps files current as they relate to each meeting; performs non-routine administrative tasks; independently formulates decisions/judgments involving non-legal interpretation of department policies and procedures relating to service department work. Prepares correspondence and reports to carry out other assignments; organizes meetings; inventories, orders and maintains office supply budget; responsible for reporting resident complaints and distributes to correct department or resolve it
- Assists with budgetary functions (i.e. encumbering monies appropriated by Council, paying invoices received, managing department accounts); process mowing and nuisance invoices and maintain files to support submission to County Auditors (Franklin, Fairfield and Licking). Follow up and research information on vacant property Registration
- Assist with planning of the Community Clean Up event or other projects as assigned
- Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions
- Assists the Director Public Service with the annual street maintenance program, sidewalk replacement and leisure trail improvement projects
- Regular, predictable, and punctual attendance is required
- Performs other related duties as assigned

Required Qualifications:
- High school diploma or GED or equivalent
- One (1) year experience or training in office practices and procedures
- Typing a minimum of 30 words a minute and operation of a ten key calculator
- Valid Ohio Driver's License and the ability to maintain insurability under city's vehicle insurance policy
- Operations, governing laws and structure of local government
- Office administrative practices and procedures
- Proper English usage, including spelling, grammar, punctuation and vocabulary
- Purchasing processes and procedures
- Recordkeeping, report preparation, filing methods and records management techniques
- Providing excellent customer service to internal and external customers
- Diffusing potentially negative or tense situations and knowing when to escalate the issue to someone else
- Navigating PC and web-based software programs
- Advanced utilization of Microsoft Office Suite (Word, Excel, etc.)
- Using tact, discretion, initiative and independent judgment within established guidelines
- Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction
- Maintain complex records and prepare reports from such records
- Use discretion and maintain confidentiality of sensitive information
- Establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the public
- Communicate effectively both orally and in written form (including electronically)
- Follow complex written or oral directions
- While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; grasp and hold objects; keyboard; and rarely lifts or moves objects up to 25 pounds

Preferred Qualifications:
- Prior municipal or academia experience preferred
- Notary Public commission or the ability to obtain one within six months of employment preferred

Required Skills: Office Administration, Typing, 10-Key Calculator Operation, Microsoft Office Suite, Recordkeeping and Records Management, Report Preparation, Purchasing Processes, Local Government Administration, Notary Public Commission, Valid Ohio Driver’s License, Conflict De-escalation, Written and Verbal Communication

Benefits: Health care, Dental, Vision, Retirement, Deferred compensation plans, Health saving accounts, Educational assistance, Life insurance, Short-term disability, Long-term disability, 13 holidays, 1 personal day, Vacation, Sick leave