TITLE: Receptionist
DEPARTMENT: Administration
SUPERVISOR: Assistant Township Administrator
GENERAL PURPOSE: Performs a variety of administrative, legal compliance, receptionist, clerical and secretarial duties related to the day-to-day operations of the Township.
ESSENTIAL JOB FUNCTIONS:
Ø Performs receptionist and secretarial duties to ensure prompt, effective, pleasant response to Township residents, businesses, and others seeking contact with Township trustees, administrative staff, and department heads including:
- Answering phone calls, ascertaining nature of call, routing to appropriate person or providing routine information to ensure caller is confident his/her questions or concerns have been properly addressed;
- Passing information along immediately and communicating interest to the caller to ensure he/she is confident of a return call and that an effort will be made to address the concern;
- Retrieving messages from general voice mailbox and forwarding to appropriate personnel;
· Welcoming on-site visitors, determining the nature of their business, and announcing visitors to appropriate personnel;
- Assuring Administration Building is opened, closed and secured each day as schedule dictates;
- Maintaining files in a timely and efficient manner; and
- Initiating daily work orders, as assigned, for Departments in response to resident telephone or in person requests for service.
Ø Processes incoming and outgoing mail accurately and expediently to ensure prompt response/delivery, including:
- Sorting and routing mail upon receipt; and
- Preparing mailings, e.g., certified mailing notices, overnight delivery packages, etc., as required by U.S. mail and other delivery services.
Ø Assists Zoning Office Assistant in preparing, processing, and coordinating all necessary documents, legal notices, and resolutions for nuisance and weed complaints, zoning, and property maintenance violations upon proper inspection to ensure compliance with the law and the most expedient abatement of the violation.
Ø Assists Zoning Office Assistant in preparing detailed nuisance assessment paperwork and resolution for submission to the Hamilton County Auditor’s office documenting property clean-ups, thereby initiating tax liens to be placed on properties.
Ø Maintains department databases ensuring that software and property information is updated regularly and accurately.
Ø Performs receptionist and secretarial duties to ensure prompt, courteous response to residents and businesses requesting zoning assistance, including:
· Processing requests for zoning applications and permits.
· Answering routine questions related to zoning.
GENERAL FUNCTIONS/OTHER DUTIES:
Ø Provides clerical and secretarial support to the Administrator, Assistant Administrator, Finance Director, Human Resources Director, Fire Chief, Service, and Communications and Marketing Director to ensure the following:
- Correspondence, forms and reports are typed accurately, in timeframe requested; and
- Projects are completed correctly as assigned, progress updates are provided to assure timely completion.
Ø Files documents in the general files in a timely manner to ensure availability of information and compliance with the Township records system.
Ø Maintains office supply inventory to ensure supply cabinets are orderly and supplies are available as needed, including:
- Checking office supply inventory, placing orders as needed;
- Ensuring orders are delivered and charged correctly; and
- Checking routinely to ensure office machines are stocked with paper.
Ø Coordinates schedule for meeting rooms in Township Administration Building to ensure requesting groups are provided meeting facilities, as available, upon request, including:
- Responding to requests from Township staff and civic, political and sports associations for meeting rooms, checking the schedule for availability, assigning rooms as appropriate.
- Maintaining monthly schedule of events taking place in each meeting room.
Ø Prepares annual Township inventory to ensure accurate, punctual submission to Hamilton County Engineer, including:
- Preparing year-end inventory for the Township Administration Building and soliciting year-end inventory from all Township locations; and
- Compiling complete Township inventory listing for submission to Hamilton County Engineer.
SUPERVISOTY RESPONSIBILITIES: None
EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); and at least two years office experience including use of word processing and spreadsheet software.
REQUIRED KNOWLEDGE, SKILLS AND ABILITY:
Language Skills: Ability to read and comprehend instructions, correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
SPECIAL REQUIREMENTS: Must be bondable and be, and remain, insurable by the Township’s insurance carriers, without penalty or surcharges, as to all relevant insurance types.
TOOLS AND EQUIPMENT USED: Personal computer, including word processing, spreadsheet, presentation and data base software; calculator, phone; copy machine; fax machine; and other office equipment.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is frequently required to walk, stand, sit, see, talk and hear, use hands and fingers to handle or feel objects, tools or controls and to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds, and stoop, kneel, crouch or crawl.
Must be able to hear to perceive information at least at normal spoken word levels. Must be able to see to perceive general surroundings and activities. Specific vision abilities required for this job include depth perception, close and distance vision (which may be achieved through glasses, lenses, etc.), and the ability to adjust focus. Must be able to speak to communicate and exchange ideas by means of the spoken word, to provide direction, orders, and important information to others at normal spoken word levels. Must be able to lift and/or move objects as necessary in the course of daily work.
WORK ENVIRONMENT: The employee will normally work in a quiet, climate-controlled office environment.
POSITION TYPE: This is a full-time, hourly position which is not exempt from the overtime requirements of the FLSA.
EXPECTED HOURS OF WORK/ATTENDANCE REQUIREMENTS: The normal hours for this position are 8:00 a.m. to 5:00 p.m., Monday through Friday, and the normal work week is 40 hours. Overtime hours on nights and weekends may be required to complete time-sensitive tasks.
Attendance is an essential function of this position and is as specified in that section.
SELECTION PROCESS: Applicants must complete and submit an application for employment. References are checked, a criminal background investigation, including a CVSA or polygraph examination, is completed. Selected applicants will be interviewed and may be required to perform job-related tests.
The most qualified applicant, determined by the above information, investigations, interviews and testing will be selected for the position.
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No nights
- No weekends
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
- Cincinnati, OH 45231 (Required)
Ability to Relocate:
- Cincinnati, OH 45231: Relocate before starting work (Required)
Work Location: In person