Adopted CC:3-8-99

Definition

Positions in this classification serve as the central information center for City Hall which is a highly visible position characterized by the public contact.

Supervision Exercised and Received

Receives supervision from a department manager or supervisor.

Essential and Important Duties

• Greets City Hall visitors and directs them to desired locations.
• Answers in-coming calls in a courteous manner and directs them to the appropriate person.
• Receives, time stamps, and routes application materials.
• Makes photocopies on copier machine.
• Serves as the initial contact for City Hall visitors.
• Greets visitors and gives information.Provides quick reponse to citizens’ questions/issues pertaining to procedural matters, regulations, programs, and status of building, planning, and public works permits or reports.
• Directs people to proper City departments and explains general procedures and locations of all City services.
• Schedules City Hall room reservations for meetings and maintains room reservation calendar.
• Distributes job announcements and employment applications to City Hall visitors/applicants.
• Operates a central telephone console, answering calls promptly and courteously.Answers telephones, routes calls and takes accurate messages.Maintains a log of telephone calls.
• Through inquiry and evaluation, determines the proper station to connect each call.
• Provides general information to the public and to other staff members.
• Maintains a listing of current job announcements for public view.
• Assists staff members with light typing, sorting for filing, and preparation of mailings.
• Sends and routes facsimile transmissions.
• Keeps work area neat.
• Receives, processes and, in a predetermined method, distributes information; prepares and files material.Keeps files current and organized.
• Enters basic data into computerized permit tracking system.
• Utilizes computerized permit tracking system to provide information to the public.

Job-Related and Essential Qualifications

Knowledge of basic English usage; filing procedures; office procedures, practices and equipment.

Ability to acquire, retain, and use thorough knowledge of the functions, procedures and policies of the department; comprehend and accurately follow brief oral and written instructions; maintain records; convey information to the public; organize work effectively.Ability to establish, maintain and foster cooperative working relations with others contacted in the course of work.

Skills in word processing at a net speed of 30 words per minute; operation of centralized telephone console; operation of copier and facsimile machines.

Education and Training

Sufficient education and experience to satisfactorily perform the duties of this classification.A typical qualifying background would be graduation from high school and one year of office experience.

Special Requirements

Speak clearly and understandably; ability and dexterity to operate a computer and to type 30 words per minute; to hear voices and telephones; to read; to reach; to sit for extended periods of time; to remain calm and courteous when dealing with several concurrent visitors and telephone calls.