ADMIN RECEPTIONIST

SUMMARY:

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Interact with the public both in person and over the phone in a calm and professional manner working in accordance with the mission, goals and objectives of the City of Tupelo Administration and in compliance with governing federal and state laws.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front desk personnel work in the Reception Area of the City Hall. Front desk personnel is responsible for assisting with front office functions, interacting with guests and assisting those guests. The front desk personnel must provide exceptional customer service to guests. Individuals in this role must have excellent customer relationship, management and communication skills. An ability to calm and deescalate situations is required. Successful Desk Personnel cultivate positive customer relationships based on their understanding of guests' needs. To function effectively in this position, the applicant will be exposed to and must work with information that is highly confidential in nature. Therefore, the successful applicant must maintain the confidentiality of all correspondence, directives and verbal discussions encountered in the work environment.

Some typical duties would include (but are not limited too):

• Answer and route telephone calls.
• Make referrals to the appropriate department or agency when possible.
• Direct visitors to the appropriate office or employee.
• Assist citizens with requests.
• Complete local background checks as needed.
• Take and route messages and instructions.

The responsibilities of the front desk personnel include taking complaints over the phone or in person. Effectiveness in this area requires the ability to identify and understand issues, problems and opportunities; obtain and compare data from different sources to draw conclusions; develop and evaluate alternatives and solutions to solve problems; and then choose a course of action. The position requires adaptability and flexibility-especially when experiencing changes or challenges in the workplace.

SUPERVISORY RESPONSIBILITIES:

• None

QUALIFICATION REQUIREMENTS:

To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent required.
• Two years’ experience in essential tasks such as keyboard, data entry, typing, filing, and communication skills.
• (Or) Two year college degree (accredited).
• Language skills: the ability to read, analyze and interpret correspondence, reports, and related materials; the ability to speak and communicate with other people; and the ability to compose correspondence.

LANGUAGE SKILLS:

• Thorough knowledge of grammer, spelling, punctuation and modern office practices.
• Ability to express ideas effectively orally and in writing:
• Ability to perform assignments on the basis of general outlines or directions without specific instructions as to details.

COMPUTER SKILLS:

• Computer, printer, copier, fax machine, telephone and police radio(s) are all utilized.

REASONING ABILITY:

• Ability to carry out detailed instructions;
• Ability to work in a timely fashion or manner without supervision.

PHYSCIAL DEMANDS:

The conditions herein 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 the essential job functions.

• Use hands to perform digital manipulation techniques such as typing, filing, and operating office equipment.
• Read and comprehend detailed and expansive correspondence.
• Speak clearly and communicate with other conversationally.
• Walk to and from various work areas in the assigned office.
• Sit for long periods of time at a work station or desk.
• Stand for long periods of time.
• Listen to and comprehend information given verbally.

WORK ENVIRONMENT:

Environment: The Desk Personnel primarily works in a climate controlled, indoor office setting. However, the outdoors will be encountered when conducting errands and commuting between offices. The environment will include microwaves, computer screens, and chemicals from office supplies (i.e. ink, cleaning fluids, copy machine toner, etc.). Employee will also encounter various paints, floor coverings and wall coverings, and may be in an office area that does not have windows.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents.

Hearing: Hear in the normal audio range with or without correction.