15 Receptionist PositionCITY OF PARIS, TEXAS
CITY COUNCIL AGENDA REQUEST
MEETING DATE: February 11, 2008
~Action ❑ Discussion ❑Information ❑Refer to:
SUBMITTED BY:
Kevin Carruth, City Manager
DESCRIPTION:
Establishment of switchboard operator and City Hall Annex receptionist.
BACKGROUND INFORMATION:
Council has indicated that the current automated telephone system attendant is
undesirable because of difficulty navigating the menu and the lack of an option to
select a live person. Additionally, one of our goals and objectives is to address the
problem of logging and tracking citizen requests for service. Also, since there is
only one Secretary in the Annex, productivity of other employees in the building is
not optimized because they must do their own clerical work plus when the Secretary
is at lunch or on leave a higher cost employee must take her place in the lobby and
is prevented from doing their duties. This position will answer the main city
telephone number and backup the Annex Secretary. This employee will also log,
write, and track work orders for requests for service until a software solution can be
purchased in FY 2008-2009. See the accompanying job description for a complete
list of duties.
FISCAL AUTHORITY;
This is an unbudgeted position. If approved, the City Clerk's budget will be over
budget. The pay grade will be grade 2($17,761- $21,590 annually).
LEGAL REVIEW:
N/A
MANAGER'S RECOMMENDATION:
Approval as presented.
JOB DESCRIPTION
CITY HALL ANNEX RECEPTIONIST
NATURE OF WORK
This is a non-supervisory position involving clerical work which includes, but is not limited to,
communication, typing, word processing, and other duties as required. All work performed is
reviewed for achievement of desired results and adherence to policies and procedures. This
position reports directly to City Clerk.
ESSENTIAL FUNCTIONS
1. Answers the City switchboard by greeting callers, determining nature of business, and
directing callers to appropriate destination.
2. Logs, writes, and tracks work orders for citizen requests for service and directs work orders to
the appropriate department for resolution.
3. Performs receptionist duties for the Annex, including, but not limited to, greeting citizens
entering building, determining nature of business, and advising appropriate employees in the
building that a citizen needs their assistance at the front.
4. Provides forms to citizens.
5. Scans documents into the Laserfiche system.
6. Efficiently utilizes word processing programs and produces all typewritten documents in a
timely manner.
7. Provides various types of assistance to the departments located within the West Annex (types,
mails correspondence, etc.) when requested.
8. Performs notary services.
9. Performs all other functions specifically assigned by the City Clerk under his/her direct
supervision.
DESIRABLE KNOWLEDGE, ABILITIES, AND SKILLS
Knowledge of:
1. Departmental and City policies and procedures.
2. Thorough knowledge of secretarial practices and procedures.
3. Modern office practices, methods, and computer equipment.
City of Paris Revised 2/07/08
4. Microsoft Office Suite, Internet Explorer, Windows, Laserfiche, and customer relationship
management software.
5. Dictation and transcription equipment, typewriter, and other standard office equipment.
6. English usage, spelling, vocabulary, grammar, and punctuation.
7. Basic mathematical principles.
8. Principles and practices used in dealing with the public.
9. Principles of record keeping.
10. Effective organizational skills.
11. Effective time management.
12. Safe work practices.
Ability to:
1. Maintain effective working relationships with other employees and the public and to deal with
public relations problems courteously and tactfully.
2. Communicate well with others without seeming abrasive.
3. Effectively communicate orally and in writing.
4. Understand and follow directions precisely.
5. Pay strict attention to details and use all resources available wisely and effectively.
6. Follow directions and work calmly in stressful situations.
7. Exercise initiative and independent judgment, to utilize problem-solving skills, and to be
flexible and adapt to new situations.
8. Competently use computers and other office technology.
9. Establish and maintain effective working relationships with co-workers, supervisars, and the
general public.
10. Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
11. Respond to inquiries, complaints, and requests for service in a fair, tactful, and timely manner.
12. Multi-task effectively.
Job Description - City Switchboard Operator/City Hall Annex Receptionist Page 2
REQUIRED EDUCATIONAND EXPERIENCE
1. Graduation from high school.
2. One (1) year experience in the clerical or secretarial field.
3. Experience in the use of Microsoft Office Suite, Internet Explorer, and Windows.
4. Work experience in the use of a personal computer.
5. A valid driver's license.
6. Any combination equivalent to experience and training that would provide the required
knowledge, skills, and abilities.
PHYSICAL STANDARDS
Physical and Sensory Elements:
1. The sensory demands of the job typically require speaking, hearing, touching and seeing.
2. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or
calculator and to operate standard office equipment.
3. The job involves occasional bending, stooping, kneeling, reaching, climbing, and pushing and
pulling drawers open and closed to retrieve and file information.
4. Requires occasional lifting, moving, and carrying objects that typically weigh up to 25 pounds.
Environmental Elements:
1. Employee works primarily in an office setting.
2. Employee may interact with upset staff and/or public and private representatives and
contractors.
Note: In the event of a declared or undeclared emergency or natural disaster that threatens the life,
health, and/or safety of the public, the employee's responsibilities may be expanded to include
providing assistance to rescue and relief workers. Such assignment may be in locations, during
hours, and performing work significantly different from the employee's normal work assignments
and may continue through the recovery phase of the emergency.
Job Description - City Switchboard Operator/City Hall Annex Receptionist Page 3