Description

An employee in this class performs entry to journey level clerical, office support, data entry, and public contact duties. Work includes serving as a receptionist relaying information, scheduling activities; data entry and spreadsheet work; generation of records or reports from the computer; or other records maintenance work. The employee is expected to have a general understanding of the Village and its services to respond to standardized or program-specific inquiries; non-routine questions or situations are referred to others. Specific oral and/or written instructions are available to apply to most work situations. Work includes the use of a computer, printers, word processor, or other office equipment. Work is performed under regular supervision and is evaluated through observation, conferences, and review of the quality and effectiveness of work completed.

Typical Duties and Responsibilities

Answers telephone and greets visitors; handles multiple telephone lines; processes requests for assistance; directs calls or visitors to the best sources for information and gives information based on the type of request.
Enters payments into financial software; runs daily collection reports; prepares daily cash reconciliations and bank deposits slips and submits to Finance.
Processes permit applications for Planning and Inspections including, Single Trade, Single Residential Review, Fence Review, Propane Tank and Temporary Power and all associated payments issued by P&I department.
Processes golf cart permits.
Takes messages and returns phone calls; screens and routes documents; receives email and routes or responds; orders material requested; and processes billings if appropriate.
Processes records and referrals from various customers, departments, and other sources.
Issues permits following guidelines; provides customer service to citizens as related to the department.
Reviews, verifies, and records activity of customer records, planning and zoning operations, finance, or other departments; enters data in prescribed formats; answers questions from departments or external customers; collects fees; prepares monthly and quarterly reports for departments, managers, and agencies; and, ensures that information provided is complete and correct.
Operates computer to obtain information for requests; enters data and information in computer for program staff and supervisor; generates various reports for supervisors, program staff, or public requests.
Enters correct information onto forms or standardized letters, memoranda, or reports and makes adjustments as necessary to fit varying situations.
Creates records or reports by posting general program activity in an automated system or enters data on established forms and files.
Manages Village Hall room reservations and rental requests; checks for conflicts and approves schedule; collects fees and deposits; notifies staff of equipment and other needs.
Performs related duties as required.
May assist other staff with program and office support functions.

Knowledge, Skills, and Abilities

Working knowledge of office practices and procedures.
Working knowledge of arithmetic, grammar, spelling, and vocabulary.
Working knowledge of computers for letters, reports, spreadsheets, and other computer applications used in the assigned office.
Working knowledge of the program services provided by the Village.
Skill in the operation of a computer, copier, scanner, fax machine, or other office equipment.
Ability to process data, information, and other information required by the program and office.
Ability to communicate effectively in person and by telephone.
Ability to be tactful and courteous.
Ability to follow oral and written instructions and procedures.
Ability to multi-task and deal with regular interruptions in workflow.
Ability to enter data with accuracy at the speed required of the particular program or position.
Ability to use automated systems and technology in performing the duties assigned.
Ability to establish and maintain effective working relationships with the general public and other employees.

Safety:
This position requires enforcing and following all Village of Pinehurst and OSHA safety regulations.

Physical Requirements:

Must be able to physically perform the basic life operational functions of reaching, fingering, talking, hearing, and repetitive motions.
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to move objects.
Must possess the visual acuity to prepare and generate data and figures, operate a computer, and determine the accuracy, neatness and thoroughness of the work assigned.

Minimum and Preferred Qualifications

Graduation from high school supplemented by courses in typing/keyboarding, word processing, data entry, or related skills and some clerical experience utilizing and operating computers and experience in working with the general public; or, an equivalent combination of education and experience.

SPECIAL REQUIREMENTS:
Possession of a valid driver's license.

Village of Pinehurst

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