Office Assistant (Daphne City Hall)

About the role

The purpose of this classification is to perform clerical/reception work associated with answering/processing telephone calls, greeting the public, providing customer service, processing/receiving mail, performing data entry, and processing documentation relating to Daphne City Hall.

Responsibilities

• Performs reception functions; operates a multi-line telephone system, answers incoming telephone calls, and greets visitors/callers; ascertains nature of business and directs callers/visitors to appropriate personnel; records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
• Provides customer service functions in person, by telephone, email, and by mail; provides information/assistance regarding city departments, locations, phone numbers, services, procedures, forms, fees, or other issues; refers callers/visitors to appropriate departments or agencies; distributes forms, packets, or other documentation as requested; assists the public in completing standard City forms; receives permit applications; responds to routine questions/complaints, researches problems, and initiates problem resolution; provides assistance to city employees and members of the public.
• Receives moneys in payment of various fees/services; records transactions and issues receipts; balances revenues and forwards as appropriate.
• Submits work order requests.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Processes incoming/outgoing mail and packages; picks up and delivers mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; assists with packaging and mailing of outgoing mail/packages, which may include completing shipping labels and contacting shipping/courier services for pickup of packages.
• Verifies and posts bid advertisements; receives bid packets from vendors, contractors, or other parties; maintains bid list reflect current bidders.
• Aids in preparing financial documents for scanning/imaging.
• Provides clerical support to finance staff members as needed; assists with binding of budget documents; maintains check in/out log.
• Sends and receives documentation via fax machine; delivers faxes or notifies appropriate personnel for pickup; replenishes fax paper, toner, and other supplies.
• Prepares or completes various forms, reports, correspondence, receipts, spreadsheets, checklists, work orders, time sheets, or other documents.
• Receives various forms, reports, correspondence, lists, payments, invoices, schedules, event calendars, license applications, work orders, agreements, policies, procedures, maps, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a motor vehicle, multi-line telephone system, personal computer, postage machine, label maker, laminator, two-way radio, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Copies and distributes forms, reports, correspondence, and other related materials.
• Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Communicates with supervisor, employees, other departments, city officials, courier/mailing services, vendors, contractors, utility companies, other municipalities, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Receives and secures bids submitted to the City.
• Coordinates with the office of the City Clerk to ensure building doors are unlocked/secured.
• Performs other related duties as assigned.

Qualifications

• Education and Experience: High school diploma or equivalent; supplemented by three (3) years experience and/or training involving general office work, reception work, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Must have high level of customer service skills, act with professionalism, and be able to maintain confidentiality.
• Licenses or Certifications: Valid State of Alabama driver’s license.