Receptionist

RECEPTIONIST JOB STATUS

NON-EXEMPT

DATE MODIFIED

9/5/25 GRADE 1 STEP 1 Class specifications are intended to present a descriptive list of the range of duties performed by employees in this class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Under the direction of the Administrative Services Manager, this position is responsible for performing the duties that include general clerical and reception-based work. The receptionist provides the initial contact for customers and visitors to Town Hall. This position greets and provides customer service and clerical support for the Town through reception duties, handling mail and email, assisting visitors and providing information regarding Town departments or functions, and other general information to the public, in person, by telephone, letter or email. Performs other duties as required for the successful operation of the Administrative Services Department.

DISTINGUISING CHARACTERISICS

The receptionist is an entry level position within the Administrative Services Department of the Town.

SUPERVISION RECEIVED AND EXERRCISED

Direct supervision is received from the Administrative Services Manager.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Function:

Oversee the operation of the front desk including answering and routing phone calls, relaying messages to staff members in an accurate and timely manner and being courteous while greeting visitors. Must arrive on time every day to open the office to the residents. Supply information regarding the Town to the public, clients, and customers and ensure that the information available is current. Assist with clerical support projects including, but not limited to, mailings, reports, correspondence, and typing. Intake of work order requests, prepare work orders, distribute to the appropriate department, and track the completion of work orders. Distribute incoming mail and outgoing mail. Proofread documents, records, or other files to ensure accuracy. Assist department directors as needed.

Marginal Functions:

1. Performs related duties and responsibility as needed.

KNOWLEDGE SKILLS AND ABILITIES

Knowledge of:

Office equipment utilization procedures, such as printers, phones, computers, and copiers. Knowledge of acceptable customer service practices and procedures.

Skill in:

To utilize computer programs for word processing, data entry, spreadsheets, and database software.

Ability to:

Understand and carry out oral and written instructions. Communicate clearly and concisely, both orally and in writing. To prioritize and adhere to strict deadlines. Establish and maintain cooperative working relationships with those contracted in the course of work. Collaborate with other staff and public. Ability to work autonomously, identify and resolve issues in a timely manner and effectively prioritize work activities. Maintain professional customer service image and services and have patience and understanding due to the type of clients we are assisting. To read, comprehend, listen to, and follow complex verbal or written instructions from multiple sources. To convey procedures and policies one-on-one or in groups with customers. Maintain effective professional relationships with elected officials, staff, residents, and vendors.

REQUIRED QUALIFICATIONS

High school diploma is required or equivalent. A minimum of 3 years of administrative experience. Excellent interpersonal, analytical, research, presentation, written and oral communication skills. Organized and meticulous with strong level of accuracy and the ability to multi-task. High level of integrity; ability to manage confidential information. Bilingual preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The physical demands and working environment demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Environment:

The work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of this job with reasonable accommodation. This position is primarily executed indoors. However, it may require contact with outdoor weather at special events. Contact with low noise levels is common in an indoor working environment. Moderate noise levels may be experienced during certain activities.

Physical:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with reasonable accommodation. Must be able to sit, walk, stand, use fingers in a repetitive motion, twist and turn for extended periods of time. The position may require some light lifting, pulling, pushing, and carrying up to 25 pounds. May require operation of a motor vehicle.

Mental:

While performing the duties of this class, the employee is regularly required to use oral and written communication skills, read documents or instructions; analyze and solve problems; observe and interpret data or information; use math and mathematical reasoning; learn and apply new information or skills; interact with Town staff, other organizations, and customers who may be upset or dissatisfied.

Vision:

See in the normal visual range with or without correction; vision sufficient to read printed documents and to operate assigned equipment.

Hearing:

Hear in the normal audio range with or without correction.