[Adopted 10-24-2004 by Ord. No. 2004-56]
[Amended 2-12-2007 by Ord. No. 2007-6]
The position of receptionist within the Administration
Department is hereby created, and there shall be one full-time receptionist.
Hours of work for said full-time receptionist shall be set by the
Business Administrator.
[Amended 2-12-2007 by Ord. No. 2007-6]
The full-time receptionist within the Administration
Department shall perform the following duties:
A.
Receives callers, determines their reasons for visiting
the office, provides them with the required information according
to Department procedure and, if possible, sees that the desired objectives
are achieved.
B.
Notifies department personnel of caller's names and
other relevant information and, when so instructed, schedules appointments.
C.
Answers the telephone and gives information.
D.
Assures that callers who have appointments with department
staff members are seated and that all persons concerned are notified
of the caller's arrival.
E.
Receives, sorts and distributes incoming letters and
packages.
F.
Weighs, seals and stamps outgoing mail and packages.
G.
Refers complicated inquiries and/or callers who have
come to the wrong place to the proper individual or unit.
H.
Performs varies clerical duties, including typing,
filing and checking.
I.
Prepares entry level reports.
J.
Maintains essential files and records.
K.
Places and receives local, regular, toll and long-distance
calls and relays intra-system calls.
L.
Provides directory assistance and assists in placing
calls including conference calls, advises callers of telephone numbers,
if extensions are busy.
M.
Provides general information regarding agency organization,
location and staff, direct requests for other information to the correct
staff member or department.
N.
Assists callers using the automated telephone system.
O.
May monitor calls received by the automated system
to ensure that the system is functioning.
P.
Types documents from various forms of copy.
Q.
Receives and signs for mail, letters and packages.
R.
Directs visitors.
S.
Place emergency calls if needed.
The appointees will be required to possess a
driver's license valid in the State of New Jersey only if the operation
of a vehicle, rather than employee mobility, is necessary to perform
the essential duties of the position. The appointee must possess a
high school diploma or it's equivalent and have the following knowledge,
abilities and skills:
A.
Knowledge of department rules, regulations, policies,
programs, functions, layout and personnel.
B.
Knowledge of the functions and responsibilities of
the unit and of the approved methods of providing information to the
public.
C.
Knowledge of the names and professional status of
persons calling frequently at the office.
D.
Knowledge of office deadlines, routines, scheduled
and procedures.
E.
Ability to meet and deal courteously and effectively
with varied types of persons.
F.
Ability to give information in person or over the
telephone clearly, accurately and in accord with department regulations
and procedures.
G.
Ability to ascertain caller's reasons for coming to
the office and refer them to the proper individuals or departments.
H.
Ability to schedule appointments accurately and to
make certain that misunderstandings do not occur.
I.
Ability to learn to recognize faces and remember names
quickly and accurately.
J.
Ability to performed varied types of clerical tasks
including the receipt, sorting, distributing, weighing, sealing and
stamping of mail, typing and filing.
K.
Ability to maintain a central records and files.
L.
Ability to read, write, speak, understand and communicate
in English sufficiently to perform the duties of this position.
M.
Familiarity and able to use copiers, adding machines
and fax machines.
N.
Knowledge of computer programs including Excel, Assess,
Print Shop, Word and Internet. Successful candidates must also have
the ability to type a minimum of 45 words per minute.
The appointee shall dress in business professional
attire. The attire must be suitable for the position in order to maintain
the professional image of the position of receptionist. No jeans,
shorts or T-shirts are allowed.
[Amended 2-12-2007 by Ord. No. 2007-6]
The full-time receptionist within the Administration
Department shall receive as compensation for services an annual salary,
which shall be fixed in accordance with the provisions of the ordinance
governing the salaries.
[Amended 2-12-2007 by Ord. No. 2007-6]
The full-time receptionist shall be within the
Borough Administrator's office and shall be appointed by the Mayor
with the advice and consent of the Borough Council for an indefinite
term and may not be removed except for cause as required by law.
