GENERAL PURPOSE
Under general supervision of the Assistant City Manager, acts as full\-time receptionist while performing a variety of customer service and administrative tasks. Serves as the “first impression” of city hall, by providing a professional, courteous experience to the public, volunteers, and staff with City wide information. This position provides basic administrative support to the Administration, Building and Development Services (BDS) and Solid Waste departments at City Hall. Responsible for the maintaining the paper and digital filing systems and updating of departments’ various databases.
REPORTING RELATIONSHIPS
Reports to: Assistant City Manager
Supervises: None
MAIN JOB TASKS AND RESPONSIBILITIES
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Provides excellent public relations and customer service. Acts as the primary person to answer the telephone at City Hall; assists the public in person, by telephone and email, including referrals to other staff members; courteously greets members and visitors; and completes daily opening and closing procedures.
Maintains a professional reception area, lobby area, council chambers and administrative conference room.
Responsible for coffee bar. Ensures coffee is available, coffee bar is stocked and cleaned.
Provides facility information, including hours of operation and policies and procedures for setting up solid waste accounts, general BDS information, and submitting of building permits.
Assists callers with various online applications, requests, payments, and code of ordinances via the city website.
Explains Solid Waste services, billing, events, holiday schedule, scheduling bulky item pick\-ups, and helps process Solid Waste mail.
Reports safety issues to the proper authorities for resolution.
Enters City Hall facility maintenance requests into the service ticket system.
Assists with general office; setups/takedowns of tables, chairs, etc.; and clean\-up after events as needed.
Answers a multi\-line telephone system, takes accurate messages and transfers telephone calls in an efficient manner to appropriate staff.
Greets customers in a courteous manner; explains department procedures, related codes and ordinances to customers, both in person, by phone and email; and promptly notify staff of a visitor’s arrival.
Sets up permit applications and reexamination requests and follows up on required documents.
Enters data of inspection and insurance information into Incode software system.
Generates permit numbers, enters project information, calculates and receipts fees to projects.
Maintains paper and digital filing systems and updates various databases.
Handles customer issues and responds to complaints in a manner that encourages customer satisfaction.
Sorts and delivers mail to appropriate departments.
Assists with specially assigned administrative activities.
Assists IT Director with invoice coding, purchase orders and other administrative tasks as assigned.
Assists HR department with administrative tasks.
Provide notary services.
Ensures the administration offices and front door of city hall are locked and secured at end of workday.
Assist with maintaining volunteer pool, art display and ad hoc committee duties.
Prepares receipts/deposits for miscellaneous income.
Exercises considerable initiative, judgment and confidentiality when required.
Assists with specially assigned administrative activities.
Maintains a professional image by appearance, action, and communication.
Exhibit regular, reliable and punctual attendance, which is an essential function of this job.
Performs other related duties as required/assigned.
EDUCATION AND EXPERIENCE
High School Diploma or its equivalent.
Minimum of one (1\) year of general clerical/office experience.
Previous Administrative Assistant, Permit Technician or Utility Billing clerk experience preferred.
CERTIFICATIONS, LICENSES AND SPECIAL REQUIREMENTS
Proof of citizenship and/or eligibility to legally work in the United States.
Must possess and maintain a valid Texas Class C Driver’s License, with a satisfactory driving record, as defined by City policy.
Successfully pass a criminal history background check in order to become a Notary of Public within 3 months of hire.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of typical administrative practices and processes associated with local government offices or functions, or possess ability to acquire and put such knowledge into practice.
Knowledge of Incode, Laserfiche and CivicPlus software, or possess ability to quickly become proficient in utilization of enterprise software applications.
Knowledge of proper cash handling procedures.
Ability to provide excellent public relations and customer service, often to multiple customers during the same time period.
Ability to establish and maintain an effective working relationship with all levels of management, City officials, vendors, other employees, and the general public.
Ability to communicate effectively with tact and diplomacy in person, by telephone, and by e\-mail with a diverse group of individuals including all levels of management, City officials, vendors, other employees, and the general public.
Ability to exhibit good professional judgment, analyze facts, recognize problems and formulate and implement viable solutions.
Ability to proficiently operate general office machines, such as computer, calculator, copier, credit card machine, scanner and fax machine.
Ability to proficiently operate computers and Microsoft office applications; learn and proficiently utilize new computer applications including software utilized by Department.
Ability to work with frequent interruptions and changes in priorities.
Ability to effectively respond to a stressful or high\-pressure environment.
Ability to meet deadlines and perform in a multi\-task environment. Prioritize assigned duties to coordinate with last\-minute tasks.
WORKING CONDITIONS \& PHYSICAL REQUIREMENTS
Work environment is primarily an office setting, where noise and temperature levels are moderate.
Must be able to sit or stand for long periods while performing keyboarding, computer work, filing and administrative work.
Work may occasionally require travel, including over\-night stays, involving training or conducting City business.
The work is sedentary work which requires exerting up to 30 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
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: grasping, handling, hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, talking, visual acuity, and walking.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
This job description may be changed at any time.
City of Lakeway is committed to compliance with the American Disabilities Act \& Amendments Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please contact the Human Resources Department at (512\) 314\-7508\.
The City of Lakeway is an Equal Opportunity Employer.
SCHEDULE
Reports in person to Lakeway City Hall, Monday\- Friday, 8am\-5pm with 1\-hour unpaid meal period.
ADVERTISEMENT
Hiring starts at $19\.70/hr. ($40,980\) and up based on experience and qualifications. Plus, an excellent benefit package including TMRS retirement, 7%, 2:1 match.
APPLICATION INSTRUCTIONS
Complete online application, upload a resume and cover letter. Your cover letter should explain why you are interested in the position and highlight your skills and experience. Please contact Human Resources Director Wendy Askey at 512\-314\-7508 with any questions.
Exempt : No
Type : FT Employee
Department : Administration
Location : 1
Travel Requirements : 0%
Work from Home : No
Dress / Attire : Business Casual