Salary : $43,305.60 – $52,707.20 Annually
Location : Heritage Center – 6155 Earle Brown Drive Brooklyn Center, MN
Job Type: Full-time Regular
Department: Recreation
Opening Date: 05/22/2023
Closing Date: 6/6/2023 4:00 PM Central
Position Summary
Do you have an interest in serving the public and working for a great city? Join Brooklyn Center and be a part of an amazing group of city employees who are proud of the work they do every day. The Heritage Center is currently recruiting a full-time, benefit-eligible, Receptionist/Secretary.
Presents the best possible first impression to all clients and guests of the Heritage Center, an historic full-service conference center. Receives visitors; answers and routes telephone inquiries; and provides clerical and administrative assistance. Requires occasional holiday and overtime hours as requested by the general manager. Reports to the HC general manager.
Examples of Duties
Essential Duties and Responsibilities
Receptionist
- Greets all visitors and clients.
- Answers telephones and directs incoming calls.
- Schedules conference room meetings.
- Sorts incoming mail and distributes.
- Sends, receives and distributes all fax transmittals, contracts, forms.
- Maintains communications between administrative office and operations department.
- Receives shipments for events and operations.
- Makes coffee for offices and conference room meetings.
- Maintains lost and found log and follow up as needed.
Clerical
- Performs a wide variety of clerical duties for department which may include typing, filing, sorting, shredding, coordinating and scheduling activities, etc.
- Provides administrative support to general manager, sales and billing clerk as needed.
- Inputs daily, weekly, and monthly reports into system.
- Invoices office fax, pop, and postage usage.
- Collates and assembles various informational materials.
- Process credit cards for sales and operations.
- Generates monthly customer reviews overview.
- Maintains various lists, i.e. phone, employee, etc.
- Maintains Certificates of Insurance and updates booking system.
- Prepares and scans closed event files and executed contracts using laserfiche scanner.
General
- Cleans kitchen, orders coffee supplies, and maintains front office area.
- Sets up and maintains conference rooms before and after meetings.
- Orders office and copy supplies.
- Collects and reports all telephone needs.
- Performs other duties as assigned or apparent.
Essential Knowledge, Skills and Abilities
Communications: Must have the ability to actively listen to others for understanding of their needs and situations; ability to speak and write English clearly. Must have the ability to communicate effectively with persons who do not speak English and are from a variety of different cultures. Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient. Be able to read and understand correspondence, memoranda, and directives.
Decision Making: Must act in a decisive manner, using good judgment. Must be able to assess problems and situations, able to anticipate needs and evaluate alternatives. Must have a knowledge of the utilization of appropriate resources and the willingness to initiate use of available resources.
Interpersonal Relationships: Must be consistent in dealing with people; must have the ability to accept criticism and/or discipline; must have tact and diplomacy; must strive to promote a cooperative atmosphere in the department; must have a positive attitude. Ability to effectively deal with situations, priorities and customers under pressure and time constraints. Marked ability to interact tactfully and congenially with clients, vendors, public staff and customers.
Professional Attitude: Must have commitment to the organization; willingness to take initiative; dependability; maturity in relationships with others; and self-confidence. Must represent the organization to other agencies and citizens with a courteous, helpful, accurate and business-like attitude.
Quality of Work: Must be able to produce quality, accurate work. Must be able to detect and correct errors. Must be able to prioritize and perform multiple tasks simultaneously. Must be able to utilize work time properly and productively. Must be able to coordinate and follow through on projects to completion. Must be able to work independently on a wide variety of projects and assignments.
Technical Knowledge: Must acquire a working knowledge of telephone and computer functions, printing equipment, and other office equipment during the probationary period. Must have an ability to quickly learn new information and initiate improvements as needed. Must have a high school degree or equivalent.
Physical Abilities: Must have the ability to read and discern visual images on a variety of media. Must have the ability to remain seated or standing at the same work station during the work period with appropriate breaks within that time frame. Must have the ability to type accurately on a computer keyboard and/or typewriter. Must have ability to use keyboard for switchboard functions. Must have ability to record names and numbers accurately (e.g., not transpose numbers and/or letters). Must have ability to hear while answering telephone and receiving visitors at counter. Must have ability to bend to file items regularly.
Minimum Qualifications
- A high school diploma, GED, or equivalent experience required.
- Proficient in grammar and punctuation.
Supplemental Information
Desirable Training and Experience
- Two years office experience preferred.
- Supplementary secretarial course work preferred.
- Experience with computers.
- Experience in dealing with the public.
- Working knowledge of multi-line telephone system.
The City of Brooklyn Center will not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, ancestry, sex, sexual orientation, ability, age, marital status, status with regard to public assistance, familial status, veteran status, or membership on a local human rights commission, genetic information, gender identity or gender expression, and lawful participation in the Minnesota Medical Cannabis Patient Registry. The City of Brooklyn Center will take all necessary steps to ensure that all employment practices are free of such discrimination.
Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Therefore, it is also not, nor can it be implied to be, a contract of employment. The contents of this position description may be changed without notice, and employment may be terminated by either party, at will. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. All employees are responsible for following applicable policies and procedures as defined by their manager or as described in the personnel handbook.
Completion of an on-line application is required. Do not refer to your resume – the staff member reviewing the application will not have access to your resume during the review process. The City does not allow attachments to the on-line application. If you would like to submit a cover letter, resume or other documentation, please e-mail it to HR@ci.brooklyn-center.mn.us – please reference the job title in the subject line.
Regular full-time employees are eligible for City benefits. The City offers a benefit package that includes health, dental, long and short term disability, life insurance, and deferred compensation.
01
Please select the statement that best describes you.
- I have a high school diploma
- I have a GED
- I have equivalent experience
02
If you selected “I have equivalent experience” in the above question – please explain your experience.
03
Are you proficient in grammar and punctuation?
- Yes
- No
04
Please explain your office experience.
05
Please explain any supplementary secretarial course work or education.
06
Please rank your experience with computers. 1= lowest proficiency, 5=highest proficiency.
07
Please explain your experience working with the public.
08
Have you used a multi-line telephone system in your current or previous employment? Please explain.
Required Question