Part-Time Receptionist (M - F 12:30 Pm - 5:00 Pm)

General Position Summary

Serves as the primary Receptionist for the City and serves a critical role as the first impression of, face of, and voice of the City of Madison. Serves as a courteous, helpful information resource for all City of Madison departments and activities (in person and on the telephone). Provides courteous and positive customer service to all visitors to City Hall. This is a job share position requiring availability and flexibility to ensure there is seamless receptionist coverage during business hours.

Examples of Responsibilities

• Greet each visitor warmly and professionally.

• Direct all visitors to the appropriate department.

• Answer telephone promptly.

• Assist all City departments in conveying and receiving written materials to or from our residents, upon request, as time and need dictate, with approval of direct supervisor.

• Direct calls accurately.

• Take complete and accurate messages.

• Distribute all handouts available regarding City business and/or activities (including employment application documents and information).

• Maintain and manage the City Hall message board, including calendar of events, public meetings, job openings, etc.

• Screen visitors to Mayor's office as needed.

• Serves as first line of resource for all telephone questions: must have knowledge of alldepartments, meetings, processes and events at City Hall.

Job Conditions

• Strong background record required, due to accessibility to city property and data, and interaction with the public.

• Job requires flexibility in work assigned.

• Frequent interruptions.

• Strong attendance and dependability.

• Required to work additional hours and have a flexible schedule with little notice as this is a job shared position.

• Dependability and attendance is critical.

• Schedule can be adjusted at the discretion of the department head or supervisor at any time.

• Perform other tasks and simple projects as assigned through City Clerk-Treasurer office.

• Perform data entry tasks (including Excel spreadsheet work) to assist City Clerk's officeand occasionally other departments.

• Maintain process notebook and documentation to ensure seamless service.

Minimal Qualifications

• High School diploma or equivalent required, and any combination of the aforementioned tasks are preferred.

• Experience performing essential functions of position.

• Experience serving in a customer service role.

• Strong job performance record required.

Supplemental Information

• Professional, courteous speaking voice and telephone etiquette skills.

• Excellent communication and customer service skills.

• Ability to courteously and calmly multi-task when assisting multiple people at the same time.

• Ability to proactively resolve any visitor concerns, provide appropriate information, and education to all.

• Ability to present a positive image of the City to the public.

• Writing skills required to draft messages, and compose message boards, keep calendars.

• Reading skills to understand City events, written instructions and general correspondence.

• Computer skills and experience required (Microsoft word, excel spread sheets and data base entry).

• Ability to remain calm, friendly, and professional when confronted with irate or rude individuals.

• Time management skills to complete all tasks during shift.

• Strong team skills to ensure seamless service and transfer of information in job share position.

• Strong prioritization and organization skills.

Physical Capabilities

• Ability to communicate verbally and professionally to citizens and general public at City Hall and over the phone in a friendly and facilitating manner.

• Ability to provide on-going customer service.

• Ability to sit for extended periods of time.

• Ability to work on computer and switchboard equipment for extended periods of time.

• Must have physical motion in order to operate telephone equipment and access various data and documents while providing information.

• Ability to distribute documents and information to citizens and departments.