Receptionist & Administrative Support - Customer Service Representative

The Receptionist will greet our citizens and guests via the phone and in person, providing information and assistance to both external and internal customers (citizens, vendors, applicants, coworkers and City management), while also providing administrative support to internal departments.  The ideal candidate will be outgoing, energetic and will work easily in a fast-paced environment while maintaining a responsive, positive, service-focused attitude and approach in helping all customers.  The ideal candidate will have a professional appearance and demeanor and be dependable and customer-focused.  

This is a position responsible for customer service, utility billing, receptionist, and general clerical work in various departments. An employee in this class is responsible for performing both complex and varied duties while demonstrating good judgement and the ability to prioritize, multi-task, manage multi priorities and make effective decisions. Certain positions in this classification may require cash handling and be subject to additional background screening. Work is done under relatively general supervision and complicated assignments may be checked in detail upon completion. Frequent direct public contact is required.

ESSENTIAL FUNCTIONS

• Acts as primary contact with citizens or other individuals requesting service; seeking general City information; making inquiries on planning, zoning, and permitting matters; or information regarding opening or paying on a current utility account.
• Performs varied administrative and clerical services; receives records and forwards complaints; and may relay messages and instructions to field personnel.
• May accept various types of payment for bills and fees based on assigned work area.
• Sets up and maintains files and records.
• Utilizes computer system programs to type reports, letters, memos, and correspondence.
• Orders office supplies from approved suppliers, maintains appropriate inventory levels of office supplies, and may move file boxes and office supply boxes.
• Updates forms and other department information for the Department’s web page.
• Functions as recording secretary for various board meetings such as Architectural Review Historic Preservation (ARHP), Community Redevelopment Area Advisory Board (CRAAB), and the Planning and Zoning Board.
• Transcribes from audio tape and copies and distributes minutes and other documents for various Boards, Committees, workshops, City meetings, etc.
• Performs other job related duties consistent with the assigned Department/Division responsibilities.
• Other general duties as assigned.

MINIMUM QUALIFICATIONS

• High School Diploma required; Associates degree preferred.
• Ideal candidate will have four (4) years of similar experience.
• Must be able to pass clerical skills test and writing assessment skills as required.
• Requires some scheduling flexibility, including the ability to attend several evening Board meetings each month.
• Bilingual in English and Spanish is highly desirable (both reading and writing).

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

KNOWLEDGE, SKILLS AND ABILITIES

• Skilled at establishing and maintaining positive and productive working relationships and effectively dealing with the public and coworkers in a courteous, efficient, effective, and tactful manner.
• Excellent verbal, written, and interpersonal communication skills with the ability to understand and follow oral and written instructions.
• Ability to effectively and efficiently prioritize, multi-task, maintain schedules, and complete tasks in a timely manner.
• Excellent decision-making skills that involve the ability to demonstrate good judgement.
• Knowledge of recent Microsoft operating systems as well as the Microsoft Office Suite.
• Considerable knowledge of business English, spelling and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Cash handling experience and ability to count change back to customers.
• Ability to maintain moderately complex records and prepare standard reports.
• Ability to learn and use new software applicable to position with minimal supervision.
• Excellent grammar proofreading skills.

WORKING ENVIRONMENT/CONDITIONS

• Office atmosphere
• Intermittent sitting, standing, stooping, crouching, bending, walking, climbing steps, and lifting of light and heavy objects up to forty (40) pounds
• May occasionally encounter hostile or aggressive behavior when asked to respond to a complaint.

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.