Job Title: Full-Time Front Desk (Reception Area) Assistant - Mayor's Office/City Hall
Department: Mayor
Immediate Supervisor: Mayor and/or his disgnee (Admin. Asst. to Mayor)
JOB RESPONSIBILITIES: Under the general direction and guidance of the Mayor's office (via the Administrative Assistant to the Mayor), the incumbent will be first point of contact for all visitors and persons having business at Avon Lake City Hall. They shall greet and identify all visitors, vendors, public upon arrival and track such persons leaving the facility as outlined. This assistant will also provide clerical and general office support services to other departments as assigned and authorized by the Administrative Assistant to the Mayor.
Other duties:
• Answers, triages and responds to all incoming telephone calls via the switchboard system at City Hall.
• Greets any visitors, vendors, non-employees to the facility and responds to inquiries of all types.
• Provides direction, answers, assistance to all requests via this physical position.
• Logs all calls and/or inquiries in order to track trends or particular areas of interest/concern.
• Maintains building security and notifies appropriate personnel of security concerns.
• Sorts and distributes all USPS mail and other common carriers once delivered to the building.
• Monitors any outside or after hours drop boxes or areas.
• Oversees postal machine usage, tracking, and prepares necessary monthly reports.
• Oversees the scheduling of any assigned conference and/or meeting rooms.
• Accepts, as protocols outline, any public bid documents.
• Accepts and tracks Civil Service Applications and their appropriate fees - following Finance Department guidelines.
• Processes applications and paperwork for "Do Not Knock" applications and lists.
• Supports the scheduling and calendars for the Community Resources Area Housing Council (CRA) as directed.
• May be asked to leave building to work related errands as directed.
QUALIFICATIONS: Any combination of education and/or work experience that meets the following requirements: experience in an office setting dealing with a diverse population. Experience and proficiency with various office software platforms and ability to multi-task. College or advance coursework preferred and encouraged in order to keep position skills relevant. Minimum educational level: high school diploma.
Ability to communicate effectively and diplomatically both orally and in written form(s); Ability to tailor communication style(s) to meet the audience including federal, state and local entities; elected officials, community volunteers, potential developers, City staff and general public.
PHYSICAL REQUIREMENTS: Intermediate physical activity including lifting, bending, standing, reaching, etc ... working conditions include loud, dusty environments and cleaning chemicals. All applicants must pass a background screening, drug test and possess a valid State of Ohio Driver's License.
KNOWLEDGE OF:
• All standard office equipment and software programs (Microsoft Office, Excel, etc.).
• Oral and written communication; proofreading.
• Strong customer service skills including the ability to defuse escalated situations or stressful interactions.
• Organizational skills including filing and record retrieval.
• City of Avon Lake ordinances, rules, regulations, and protocols.
• Maintaining confidential and sensitive information.
Salary: Rate of pay - $18.50 per hour
Benefits: As directed by Ordinances.
Application: Job applications for the City of Avon Lake may be found at: https://www.avonlake.org/departments/human-resources. Please return to Mary Siwierka, H. R. Director, City of Avon Lake, 150 Avon Belden Road, Avon Lake OH 44012.
The City of Avon Lake is an Equal Opportunity Employer.