Receptionist

Summary

The City of Ottawa currently recruiting for a Receptionist. The Receptionist provides assistance to City HR Staff and other departments, serves as a representative of the City of Ottawa, directs callers and walk-in traffic to appropriate City department or source of assistance, answers telephones, takes messages for staff and disseminates information to the public regarding programs and policies and performs a variety of general clerical duties. 

Essential Job Functions

• Assists with the coordination of City HR programs, projects and events.
• Answers incoming telephone calls and directs the caller to the correct person/work group, or relays messages as appropriate using a multiline phone system.
• Provides information and assistance to visitors and others having business with the City, responds to requests for information within the span of authority. 
• Performs clerical and administrative duties including data entry, record keeping, preparing and processing various documents/reports, and maintaining  physical files/databases for staff as assigned.
• General knowledge of City operations and organization.
• Assists with the schedule of meeting rooms.
• Must maintain confidentiality of sensitive information and material.
• Prepares mail for posting and routes all incoming mail to the proper department.

Ancillary Job Functions

• Assists other departments and perform other related duties as assigned.
• Assists the public with the use of departmental facilities.
• Maintains office supply inventory.
• Complies with all City ordinances and policies, as well as federal and state laws and ordinances.

Education and Experience – An equivalent combination of education, training, and experience will be considered.

• High School Diploma or GED required.
• One to two years of reception, clerical, or administrative support experience preferred.
• Proficiency in using Microsoft Office 365, including Outlook, Word, and Excel is required. Some Publisher and PowerPoint experience preferred.
• Must maintain a valid driver’s license.

Knowledge, Skills, and Abilities which may be representative, but not all-inclusive, of those commonly associated with this position.

• Ability to operate computer, Office 365, and other office equipment.
• Ability to maintain confidentiality.
• Excellent verbal and written communication skills.
• Good public relations and customer service skills.
• Ability to establish and maintain effective relationships with other employees, City officials, business entities, and the general public. 
• Demonstrates a positive attitude and progressive actions through the display of professionalism, courtesy, appropriate tact and discretion in all interactions with other employees and with the public.
• Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.
• Ability to work under general supervision and make responsible decisions.
• Ability to use good judgment and think quickly and rationally in difficult or stressful situations.

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• General office conditions and moderate noise levels.

Physical Abilities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Must be able to sit for extended periods of time.
• Must be able to talk, hear, grasp, stand, walk, drive, reach with hands/arms, stoop, kneel, and crouch.
• Must be able to have repetitive wrist/hand/finger movement and manual dexterity.
• Must have precise hand-eye coordination, clarity of vision, and ability to identify/distinguish colors.
• Must be able to lift up to 25 pounds.
• Regular attendance is a necessary and essential function.

Range:                  $12.44 - $16.80

Date Opened:      December 20, 2022

Date Closed:        Open until filled

Residency:     Regular full-time employees are required to establish and maintain residency within a driving distance of 35 miles of Ottawa City Hall within one year from hire. 

Anyone with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at 785-229-3634 at least two days prior to a scheduled test or interview.

The City of Ottawa is an Equal Employment Opportunity Employer.

Salary : $12 - $17