Receptionist Clerk

REPORTS TO:  TOWNSHIP SECRETARY/ADMINISTRATIVE DIRECTOR BOARD OF SUPERVISORS

DEPARTMENT:   ADMINISTRATION       

POSITION SUPERVISED: NONE 

EDUCATIONAL REQUIREMENTS:

• High School graduate or GED required.
• Post High School business education or secretarial training.

WORK EXPERIENCE

• General office experience required
• Reception/clerical experience required
• Computer skills and literacy of Microsoft Office Suite and social media.

SPECIAL EMPLOYMENT REQUIREMENTS: Must have good verbal and written communications skills.

• Must have a clear speaking voice.
• Must be age 18 or older.
• Must have excellent interpersonal skills.
• Must have dependable transportation.

GENERAL SUMMARY:

• Position handles all reception duties for Township in person, by telephone/email.
• Performs clerical support duties for township personnel as well as assisting Township Secretary in the administrative operation of township business.

The receptionist is usually the first contact any resident has with the township.  The receptionist receives data (information, incident reports, complaints, questions, Right to Know requests) and needs to funnel that input to the right part of the township.

PRIMARY JOB FUNCTIONS:

• Responsible for greeting residents, visitors and the general public at the reception desk and assisting if possible or directing a different department.
• Handle incoming calls including messages and directing calls to proper individuals or taking messages as necessary.
• Change MST General Voicemail greeting messages as needed.
• E-911 Readdressing requests & issues
• Responsible for maintaining filing system for assigned clerical duties, may also be required to assist or maintain filing areas for other administrative/operations personnel.
• Time stamps all documents, checks, mail, etc. entering the building.
• Responsible to maintain and troubleshoot the telephone system with current vendor
• Responsible for maintaining and troubleshooting the internet provider when systems are down.
• Responsible for updating and maintaining the HOA contact list of information.
• Responsible to forward the Admin / Ops purchase orders and supporting documentation to AP/AR Coordinator or the Budget & Finance Manager in the absence of the AP/AR Coordinator, to process for payment for all items purchased by Receptionist.
• Responsible for changing seasonal appearance of lobby/foyer/entrance, as directed
• Responsible for raising and lowering the US Flag as directed
• Responsible for assisting Township Secretary and Administrative Director as needed.
• Responsible to accept payments for various departments and log them in and forward to appropriate department(s). Examples include Sewer Department Payments, and Zoning permits payments.
• Responsible for replenishing permit applications and fee schedules kept within the reception filing cabinets.
• Responsible to bring the mail in everyday and give to Township Secretary, in her/his absence, give to the Assistant Township Secretary.
• Responsible for keeping internal calendar as directed and collecting any reservations fees for public use of Municipal building.
• Responsible for maintaining a safe and clean work area for co-workers, residents and others.
• Employee Outreach:
• Responsible to gather last respects/celebration of life information for employees and associates (e.g., Township Solicitor, Engineer, Zoning Officer, etc.) who have lost family members by death and send informational email to all employees who might want to attend, and on behalf of the Township, order flowers.
• Responsible for anniversary and birthday employee communications

SECONDARY JOB FUNCTIONS:

• May be required to handle special projects as assigned.
• May be required to assist other Boards, Commissions or Authorities representative of the township from time-to-time.
• Other secondary functions as necessary for the operation of the township.

PHYSICAL DEMANDS:

• Must perform work in a timely, safe, and consistent fashion.
• Must maintain accuracy and a high level of accountability for this position.
• Periods of high activity require interaction with numbers of individuals at one time or handling of multiple tasks at one time.
• Must have the ability to interact with residents, staff, vendors, and others using telephone/email/fax or in person.
• Must be able to lift up to 15 lbs. Alone.
• Must have the ability to read computer/PC screen and input information as necessary.
• Must have the ability to sit or stand for extended periods of time.
• Must be able to move all supplies necessary for position without hindrance or limitation.
• Must be able to perform all physical and manual tasks as outlined in this job description. .(Set Up/Break Down meetings as needed)
• Must possess the ability to operate/maintain: Computer and typewriter keyboard, telephone, fax machine, credit card imprinted/authorization machine, copier, two-way radio, calculator, mail machine, reach file cabinet drawers (with aide of stepstool if necessary) and utilize all general clerical equipment or tools.

ACCIDENT OR HEALTH HAZARDS:

• Potential for hazardous material exposure is limited to exposure within garage and surrounding work area, therefore total exposure is low.
• Potential for bloodborne/airborne disease exposure is low with activities associated with Receptionist position.
• Potential for physical injury is low to moderate with activities associated with Receptionist position.

WORKING CONDITIONS:

• The receptionist position requires business casual attire as the receptionist is one of the most critical players in township service. Not every personality is going to be a good fit for the kind of temperament needed for this position.
• Most of the time you spend indoors. Exposure to weather and temperature extremes is very limited in nature. 
• Position maintains a moderate to high work proximity and a moderate to high degree of work direction/progress reporting with relation to supervisor.
• Position requires a moderate to high degree of accountability in terms of methods and work accomplished.
• Serious errors with relation to position are moderate to high and effects, same department, and individuals outside the township operation.
• Position experiences moderate to high exposure to confidential data of a business nature; employee is required to maintain confidentiality at all times.
• Position experiences a high degree of repetitive detail.

Click "apply" on this job posting to submit resume by email to us today. 

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