Administrative Assistant- Reception Job at Midway City
Job Title: ADMINISTRATIVE ASSISTANT
(Reception, Website Content, Park Rentals, Purchasing Agent)
FLSA: Non Exempt
Pay Level: $20.00-$24.00
PURPOSE:
To actively support and uphold the City’s stated mission, vision, and core values. To perform the responsibilities of their position to the best of their ability.
JOB SUMMARY
This job position performs a variety of duties in the city reception office, answers incoming phone calls, greets customers, assists/directs them as appropriate. Will be the point person for maintaining city website content and updates, posting social media updates on our city Facebook page. Handles purchasing & distribution of office supply orders, acts as backup to assist citizens with park/building rentals, and other administrative duties as assigned. This employee performs their duties in a general office environment.
TYPICAL DUTIES:
RECEPTION OFFICE
- Acts as primary customer service contact, greets, and assists visitors coming into the city office, directs them to the appropriate department. Answers, and routes incoming phone calls.
- Requires resourcefulness and a broad understanding of city processes, and multiple departments.
- Ability to diffuse difficult situations with challenging people, and to communicate effectively and interact with other employees and the public using courtesy, and good judgment.
- Business cards inventory, updates, and orders.
PURCHASING
- Acts as purchasing agent for the city office. Assists department managers in purchasing their supplies and materials, tracking, coding, and distributing.
- Assures that supplies are stored and maintains the office supply room and conference room organized on a regular basis.
KEY ACCESS
- Manage city key box in reception office and assist staff by completing check out forms as needed, and keeping box organized.
CITY WEBSITE CONTENT UPDATES / APP NOTIFICATIONS
- Manage all aspects of city website in accordance with updates, posts, revisions, communications, etc.
- Coordinate with various city departments to assist in specific departmental updates to city website as requested/required.
- Stay up to date with details on upcoming local city events being coordinated through outside organizations such as Midway City Boosters, Swiss Days, Volksmarch, Creche exhibit, etc. and provide this information to citizens and visitors.
- Set up notifications on city app regarding meetings/events happening.
- Assist as needed with all other communication as assigned by Mayor or staff.
PARK RENTALS
- Assists citizens with park pavilion rental reservations, paperwork, scheduling to parks calendar, accepting payment, creating reservation signs, and communicating with rental customer throughout the process.
OTHER RESPONSIBILITIES
Assist in a variety of HR and City Project Management Dept assignments, data entry, form updates, communication, research, and other administrative assistant duties as assigned.
Acts as a backup assisting citizen with building rentals, special events, electronic doors/key system, and social media updates.
MINIMUM QUALIFICATIONS
- High School Graduate.
- Must possess excellent customer service, communication, time management, organization, telephone, computer, attention to detail, and people skills.
- Ability to problem-solve, handle multiple tasks, and excel in a self-directed environment.
- Excellent organizational skills and a passion for customer service.
- Must be able to communicate well with the public and maintain professionalism when dealing with citizen concerns, and difficult people.
- Must be able to perform task operations with frequent interruptions.
- Be flexible and accept changes. Ability to work quickly and accurately under time pressure.
- Needs to have a general knowledge of software programs i.e. Microsoft office, social media, word press, and other online platforms.
- Other relevant duties as assigned.
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Employee may be asked to perform other duties not listed above. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Benefits for full time employees
- City paid 401(k) and pension fund contributions to URS (Utah Retirement Systems)
- Health Insurance city paid benefits w/HSA eligible plans.
- 12 paid holidays annually including floating holiday.
- Generous vacation and sick leave pay accruals.
- Employee discounts at city souvenir shop and seasonal ice rink.
Schedule and work location
- We work four ten-hour days – Monday through Thursday 7:30 to 5:30 pm – Friday, Saturday, Sundays off
- One office location at our Midway City Offices
We Believe
- Serving our community and engaging with our citizens is an honor.
- Leading, inspiring, and learning is a constant in our work philosophy.
- Inclusion and providing a welcoming environment are integral ingredients to our team’s success.
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