Job Details
Definition:
Under supervision, performs routine, repetitive, clerical work of a varied nature; interacts with the public; does other related duties as required. Provides information, resolves issues and provides assistance to customers by answering incoming City phone calls, provides online program and event information to walk in customers, provides information to internet customers via online chat through the City s website, and through phone, electronic and in-person communications distributes bulletins, pamphlets, and other informational materials designed to acquaint the general public with City events, functions, programs, policies, and procedures.
Essential Duties and Responsibilities:
Greets visitors to public buildings; shares information and resources with the public; gives basic information according to department regulations in person and by telephone.
Receives application fees or escrow payments; takes recreation program registrations and sells event tickets. Answers the telephone and takes messages accurately. Prepares and keeps records. Addresses, stamps, and mails department correspondence. Operates numbering, time, stamping, and dating machines. Hand stamps letters, papers, and other documents, and sorts and files, cards, letters, forms, and other documents. Fills in and checks form letters, circular letters, and forms. Maintains mailing lists. Compiles and tabulates simple numerical data. Operates office machines and equipment. Maintains essential records and files. Learns and utilizes various types of electronic and/or manual recording and information systems used by the Department.
Requirements:
Knowledge of: Office methods, practices, routines, and equipment. Ability to: Understand, remember, and carry out oral and written directions to learn quickly from oral and written explanations and from demonstrations; use and care for office machines and equipment; maintain records and files; learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units; read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Knowledge of customer service and customer needs; empathy for customers; rules, regulations, policies, procedures, programs, and methods of the City and their application to specific cases after a period of training; modern public information and advertising techniques and devices; the internal and external sources from which significant information may be obtained.
Ability to: Positively resolve customer issues; utilize automated information systems to analyze situation and provide outcome in the best interest of the City and Customer; promote cooperation the aims of the department; suggest improvements to City communications tools; utilize available media for the dissemination of news and information.
Special Requirements:
Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
Tools and Equipment Used:
Personal Computer with keyboard using word processing, spreadsheet, and data base programs; Printer; Phone; FAX; Copier; Risograph; Handheld Thermometer; Shredder; Date Stamp; Mail Machine.
Physical Demands:
>2/3 of on the job time sit, use hands and fingers to use keyboard, phone, copier, pen and pencil, and to collate paper, reach with hands and arms to retrieve files, lift paper, mail, and files of up to 10 lbs.; 1/3 - 2/3 of on the job time talk or hear; <1/3 of on the job time stand, walk use a step stool to retrieve files in Archives, stoop, kneel, or crouch to retrieve files. Vision requirements include Close and the Ability to Adjust Focus.
Work Environment:
Position requires employee to:
>2/3 of on the job time work in an inside office environment; <1/3 of on the job time work near the moving parts of the copier, risograph, mail machine, and shredder; be exposed to the ink from the copier and risograph. Moderate noise is typical for the work environment. A relatively slight chance exists that work hours will change or that the employee will be required to work beyond normal hours. The work physical demands and work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. An employee must meet the physical demands to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.