RECEPTIONIST/MAIL SERVICE CLERK/FLOATER CLERK
Paygrade 27 / Steelworkers Union ($31,582-$37,609)
At City Hall, works under the general supervision of the City Manager’s Office. Performs general receptionist, clerical and account maintenance duties as assigned in various offices, and serves as mail clerk.
Illustrative Examples of Work
Greets visitors and gives non-technical information in reply to a wide variety of questions or refers the visitor to the proper departments or divisions. Maintains visitor log as necessary. Makes announcements over the intercom as directed. Alerts proper authorities of suspicious activity or behavior in the lobby area.
Acts as central mail clerk for receiving, sorting and distributing mail; has custody of and operates postage meter machine; meters outgoing mail and maintains postage fee records by department/division. Calculates total fees on a monthly basis and produces reports. Proofreads material, assists with bulk mailings including but not limited to; water bills, tax bills, dog and other license renewals. Uses calculator, typewriter and computer. Enters data. Sets up, maintains and searches files. May act as a desk clerk to handle distribution of leaf bags, collects appropriate fees and provides receipts as necessary.
If assigned to Treasury; accepts and processes payments from the public for tax bills and water bills. Performs a variety of clerical tasks in support of accounts maintenance, billing and collections. Prepares and types claim vouchers. Prepares and sends standard correspondence. Cross indexes and files documents; searches and locates file material.
If assigned to other City Departments; serves the public at the counter receiving applications and permits and answering inquiries; answers the telephone and gives general information, proofreads material.
DESIRABLE KNOWLEDGE AND SKILLS
Working knowledge of the functions, personnel, and physical organization of all City departments and divisions. Ability to think clearly and calmly in an emergency. Ability to understand and follow oral and written instructions. Ability to handle visitors pleasantly, efficiently, and with tact. Ability to speak clearly and distinctly and with proper voice modulation. Ability to keep records, prepare reports, and do other clerical and account clerk work. Able to maintain confidentiality of information and records.
General knowledge of office terminology, procedures and equipment, accounting terminology and procedures, knowledge of business arithmetic, ability to work accurate and efficiently with numbers, ability to work with computerized information and clerical and accounting computer programs; word processing proficiency, ability to file material accurately and perform word processing tasks. Ability to multi-task, work efficiently to meet deadlines, excellent attention to details. Ability to assist the public in a pleasant manner, and to work with other staff.
Education equivalent to completion of High School. Three to five years receptionist experience or clerical experience, or post high school secretarial or account clerk education; bilingual in Portuguese or Spanish desirable; or any equivalent combination of experience and education or training which provides the desired abilities, knowledge and skills.
The Receptionist position is highly visible to the public and is the first person encountered by the public as such. The behavior of the incumbent or fill-in creates an image of the City (how well it is run, what employees are like, and how the public is likely to be treated.) Therefore, an employee operating the mail service function will refrain from reading magazines, leisure reading books, eating, and doing crossword or other puzzles. The use of cellular devices will be limited to emergency use only. Unacceptable uses include, but are not limited to; text messaging, surfing the internet, and social media use. (Facebook, Instagram, Twitter, Snapchat, Etc.)
Confidentiality of records and information regarding City business, mail, and privacy of records and information regarding employees and those doing business with the City must be maintained at all times.
As part of both responsibilities (i.e. presenting a favorable public image and safeguarding confidentiality and privacy), the employee operating the mail service function will report loitering.
During periods of heightened security, visitors to the building may be asked to sign a register/visitor log at the Receptionist counter.
To be considered for this position, please submit an application, resume, and cover sheet to the City of East Providence, Human Resources Department, Room 201, 145 Taunton Avenue, East Providence, RI, 02914, or email to firstname.lastname@example.org The application must be submitted no later than Friday, March 17,2017, by 4:00 PM to be considered for this position.
The City of East Providence does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services.