GENERAL SUMMARY: Under direction of Director of Finance, greet and assist visitors; answer all incoming calls and direct them to the appropriate department or personnel; perform a variety of administrative office tasks to ensure smooth and efficient processing of information and delivery of services to the public; provide administrative support in areas of customer service and other areas as needed; maintain accurate files with reference materials.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Receive all incoming telephone calls to borough; greet visitors; provide routine information; announce calls or visitors; maintain visitor's log; direct inquiries or complaints to appropriate staff person; take telephone messages for staff; relay resident concerns and complaints to appropriate manager; reject solicitation; protect personal information of staff including home mailing address or phone numbers; assist Senator's office staff with communicating office hours and closings to residents.
Perform general office duties and provide general clerical assistance; assist with office projects, bulk mailings and outgoing mail; place, track and distribute order for office supplies on a weekly basis; operate office equipment, g. computer, copier, fax, shredder.
Provide office support for department; provide phone training; proofread electric bills ; type up check requisition forms from incoming invoices; enter check requisitions into accounting software as needed; write up and enter internal Borough utility bills as needed; assist Customer Service Department with utility inquires; provide general information to potential vendors and contractors; accept checks for "bid" packets when
Provide administrative support to Code Enforcement Department as needed and directed by Director of Finance which may include:
Scheduling/confirming apartment inspections
Assisting with invoicing and filing of permits
Assisting with mailing of Code Enforcement documents
Assisting when customer service representative is out of the office
JOB SPECIFICATIONS:
*indicates developed after employment
Education /Employment: Any combination of education and experience which indicates possession of the skills, knowledge and abilities listed below. An example of acceptable qualifications for this position is completion of high school degree, or the equivalent and additional course work in office technology, or two years of administrative office experience.
Knowledge:
Advanced knowledge of administrative office practices and procedures
Advanced knowledge of the Borough Code*
Advanced knowledge of scope and purpose of Borough programs and services*
Advanced knowledge of government process*.
Basic knowledge of computer software applications including database, spreadsheet, publishing word processing, and accounting software
Basic knowledge of Borough geography*
Skill:
Operation of computer and basic office equipment including copier, fax, and telephone with 7or 8 incoming lines
Customer service skills including greeting and managing complaints in a professional manner
Abilities:
Ability to demonstrate a strong internal and external customer service orientation. Ability to demonstrate effective listening, inquiry and feedback skills
Ability to respond tactfully to complaints, concerns and questions, and appropriately direct response or take appropriate action to resolve situation or inquiry
Ability to work effectively as a member of a team in an office environment
Ability to analyze information and evaluate results to choose the best solution and solve problems
Ability to organize work and successfully manage multiple priorities and tasks Ability to be flexible and manage change
Ability to greet the public, speak clearly and plainly
Ability to develop effective relationships with department heads, residents and employees
Ability to perform basic mathematical calculations to process payments
Ability to sit and operate a telephone and keyboard for extended periods of time
Ability to maintain accurate and detailed record keeping and reference material
Working Conditions:
Work is performed in an office environment and involves frequent interruptions. While performing duties, employee is frequently required to sit and talk or hear for long periods of time. Work may involve responding to angry or upset individuals.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by a person assigned to this position. They are not intended to be construed as an exhaustive or all-inclusive list of all responsibilities, duties and skills required to perform the job.