Receptionist/Staff Support Specialist

POSITION DESCRIPTION:

This position is the first point of contact for the City of Woodcreek and it is necessary to welcome residents and vendors who visit City Hall professionally, with a pleasant personality and a general willingness to answer questions.  This position will be responsible for coordinating front desk activities, including the distribution of correspondence and redirecting phone calls.  This position can be fast-paced at times, and should be able to prioritize tasks to meet deadlines or deal with an occasional emergency situation.

FOCUSED RESPONSIBILITIES:

• Greet and welcome residents and vendors as soon as they arrive at City Hall.
• Direct visitors to the appropriate person and office.
• Answer, screen and forward incoming phone calls.
• Ensure that reception area is tidy and presentable, with all necessary materials (pens, business cards, brochures, etc.)
• Provide basic and accurate information in-person and via phone or email.
• Receive, sort and distribute daily mail/deliveries.
• Order office supplies, as needed, and keep inventory of those supplies.
• Update calendars and schedule meetings.
• Record City Activities on the City Website for its residents, including physical copies and email and text communications.
• Responsible for Social Media Engagement through Facebook and/or Nextdoor.
• Perform filing and document research duties as directed by the City Secretary.
• Prepare Meeting Room for use by City Council and Other Advisory Bodies.
• Support the City Secretary and City Manager with various administrative tasks.

OTHER RESPONSIBILITIES:

This position will serve as the Municipal Court Clerk.
This position will serve as the Notary Public for the City and its residents.

KNOWLEDGE, SKILLS, and ABILITIES:

• Ability to communicate with people of diverse cultural and educational backgrounds.
• Ability to establish and maintain effective, professional working relationships with City Staff, residents, vendors and the City Council and Other Advisory Bodies.
• Ability to prioritize and multi-task.
• Excellent organizational and time management skills.
• Professional written and verbal communication skills.
• Basic knowledge of Microsoft Office Suite, including SharePoint.
• Ability to maintain the confidentiality of City Hall and the City Council and Other Advisory Bodies until the release of such information is official.
• Ability to use basic office equipment, such as telephone, copy machine, printer.

WORKING CONDITIONS and PHYSICAL REQUIREMENTS:

• Work environment is primarily an office setting, where noise and temperature levels are moderate.
• The work is light to medium requiring exerting up to fifty pounds(50 pounds) to move objects.
• Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: feeling, grasping, handling, lifting, mental acuity, reaching, repetitive motion, speaking, standing, talking, visual acuity and walking.

EDUCATION/ EXPERIENCE:

High School Diploma or Equivalent, Required.
1-2 Years in an Office Environment, Required.
6 months of Municipal Experience, Preferred.

CERTIFICATIONS, LICENSES and SPECIAL REQUIREMENTS:

Successful completion of the following trainings within thirty(30) days of hire:

• Open Meetings Act (1 Hour)
• Public Information Act Training (1 Hour)

Must be bondable and become a Notary Public.
Must possess and maintain a valid Texas Class C Driver’s License.

HOW TO APPLY FOR THIS POSITION:
Interested Applicants can send a Cover Letter and Resume to Kevin Rule, Woodcreek City Manager.