Job Details
**Position Title: Community Services Assistant (Full-Time Front Desk)**
**Department:** Community Services
**Salary Grade:** 4
**Reports to:** Community Services Director
**FLSA:** Non-Exempt
**Date:** January, 2022
**Position Summary:**
Under general supervision; receives and routes incoming calls and greets visitors to the Civic Center; provides general information and assistance to the public; perform clerical functions in support of the department's programs, events, and services including word processing and filing; and performs related duties as assigned.
**Duties and Responsibilities:**
Clerical
- Greet in-person visitors to the department. Personally assist visitors by providing information or directing visitor to appropriate department representative, create a friendly and warm environment for users of the Civic Center;
- Communicate in written or verbal format with customers, department staff, and interdepartmental personnel to answer inquiries; disseminate or explain information including but not limited to program and registration specific details; addressing of complaints; redirecting calls and taking messages;
- Answer telephone: provide general department and program-specific information to callers; direct calls and take messages;
- Train new staff on all Front Desk procedures;
- Process program registration and payments in accordance with department procedures for enrolling participants;
- Perform data entry to update and maintain department databases; Enter definitions for transportation activities
- Compile, copy, sort and file records and documents;
- Produce rosters, reports, and patron lists as requested by programmers and administrative staff;
- Submit building work orders as needed or requested; submit vehicle/maintenance repair forms to Service Dept. and coordinate to schedule repairs;
- Operate office machines, such as photocopiers and scanners, facsimile machines, voicemail systems and personal computers; operate laminator when needed;
- Assist with coordination of Special Events and work at Special Events; occasionally act as Tour Guide for various Bus Trips;
- Register patrons for various programs, trips, services including room rentals & transportation services and distribute atrium activity equipment to patrons;
- Perform a variety of secretarial tasks in support of programs or department; schedule meetings, reserve meeting space and notify participants;
- Compose routine correspondence; type and distribute minutes;
- Handle billing of various programs;
- Complete other duties as required;
Miscellaneous
Attend training seminars and meetings as required
**Necessary Competencies:**
- Communication Skills- written and verbal
- Customer Service Skills
- Problem Solving Skills
- Prioritizing Skills
- Attention to detail Skills
- Teamwork Skills
**Requirements:**
* Receptionist experience
* Excellent time management skills and ability to multi-task and prioritize work
* Attention to detail and problem solving skills
* Excellent written and verbal communication skills
* Proficiency in Microsoft Office, particularly Word, Outlook, and Excel, and SportsMan database;
**Knowledge of**:
* First Aid and CPR Training completed annually.
* Generally accepted clerical and secretarial practices, procedures and systems
* Standard office equipment including telephone systems and voice mail, photocopiers, scanners, facsimile machines, and personal computers and related word processing, spreadsheet, e-mail and database software
* Correct use of grammar, punctuation and spelling
* Basic arithmetic
* Department and City policies and operating procedures
**Skill and Ability to:**
* Prioritize; Organize work in a logical and efficient manner; Take on multiple tasks/projects simultaneously while maintaining a high level of customer service.
* Maintain record-keeping systems
* Perform accurate and efficient data entry using a computer keyboard and terminal
* Operate standard office equipment (examples noted above)
* Follow departmental or operational procedures and practices
* Compose routine correspondence; prepare meeting minutes
* Produce simple reports, accurately
* Communicate effectively with others both verbally and in writing
* Develop and maintain professional working relationships with supervisor, co-workers and general public
* Work effectively in an open environment with interruptions
* Maintain confidentiality
**Education and Experience:**
**Education**: High School Diploma or GED Equivalent
**Experience**: Three years' paid work experience performing basic, general clerical duties using modern computer software in an environment characterized by a moderate amount of interruption and multiple simultaneous tasks.
**Physical Demands:**
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand; walk; use hands to handle or feel; reach with hands and arms; and be able to lift up to 20 lbs. when necessary.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
The City of Independence is an Equal Opportunity Employer.
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