The purpose of this classification is to serve as the public face of the RCAC (Roswell Cultural Arts Center), and, by extension, the City of Roswell and should at all times maintain a professional and courteous attitude when interacting with patrons and clients of the RCAC. Additionally, the Welcome Desk Attendant provides general office support with a variety of clerical activities and related tasks. This position is a part-time afternoon position with some evening and weekend hours required.
DUTIES & RESPONSIBILITIES
Perform reception and clerical duties of the RCAC.
Answers telephone calls and greets visitors; ascertains nature of business, supplies callers/visitors with appropriate information, directs callers/visitors to appropriate personnel, and records/relays messages; responds to visitor requests for service/assistance; retrieves messages from voice mail; initiates and returns calls as necessary; directs potential clients to Administrative Assistant for contract process.
Distributes documentation between RCAC/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation at the direction of the RCAC Administrative Assistant or Coordinator.
Prepares and/or processes administrative documents for the RCAC as needed, including obtaining signatures when necessary and submitting administrative documents to appropriate department or manager.
Inputs financial data; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment when requested; maintains files and records as needed.
Responsible for contacting clients when necessary regarding rental invoices to ensure receipt of due payment and providing Coordinator with monthly report of deposited payments. This is in conjunction with Administrative Assistant.
Orders all supplies for the RCAC, keeps track of supply levels via coordination with technical, building and administrative staff, and facilitates payment for all supplies ordered in conjunction with Administrative Assistant.
Assists in monitoring the safety and comfort of those in the Roswell Cultural Arts Center. This includes the cleanliness and safety of the lobby and elevator, assistance when required or directed related to table and chair set-up/storage, monitoring public restrooms and other areas for cleanliness and assessing the status of meeting rooms following occupancy. Providing first aid supplies and/or contacting emergency services, providing audience services, monitoring security cameras, giving directions, accommodating patrons with special needs On occasion, room set-up and breakdown; opening and closing of the building as necessary.
Receives moneys in payment of various fees or services; records transactions, and forwards revenues as appropriate.
Operates a personal computer, scanner, telephone, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, e mail, internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner. Some design programs may be utilized for communications with the public. Knowledge of and ability to work with social media is required.
ADDITIONAL FUNCTIONS
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, sending and receiving emails, computer data entry, filing documentation, processing incoming/outgoing mail, or delivering documentation to other offices.
Provides assistance to other employees or departments as needed.
Provides assistance in the sale of tickets and help with RCAC presentations as directed.
Works with volunteers and/or interns at Welcome Desk.
Performs other related duties as required.
EDUCATION AND EXPERIENCE
1. High school diploma/GED preferred
2. Knowledge of administrative and clerical procedures
3. Knowledge of computers and relevant software, including all Microsoft Office applications
4. Knowledge of customer service principles and practices
5. Knowledge of RCAC environs and standards
6. Knowledge of RCAC processes and applicable rules and regulations
KEY COMPETENCIES
Verbal and Written Communication Skills (In English language; Spanish language is a plus), Professional Personal Presentation, Customer Service Orientation, Information Management, Computer Skills, Organizational Skills, Attention to Detail, Initiative, Reliability, Stress Tolerance, Energy, Friendliness
PERFORMANCE APTITUDES
Specific Knowledge, Skills, or Abilities: Must be able to accurately type 35 words per minute. Must be able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively in the position.
Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
DUTIES & RESPONSIBILITIES
Perform reception and clerical duties of the RCAC.
Answers telephone calls and greets visitors; ascertains nature of business, supplies callers/visitors with appropriate information, directs callers/visitors to appropriate personnel, and records/relays messages; responds to visitor requests for service/assistance; retrieves messages from voice mail; initiates and returns calls as necessary; directs potential clients to Administrative Assistant for contract process.
Distributes documentation between RCAC/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation at the direction of the RCAC Administrative Assistant or Coordinator.
Prepares and/or processes administrative documents for the RCAC as needed, including obtaining signatures when necessary and submitting administrative documents to appropriate department or manager.
Inputs financial data; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment when requested; maintains files and records as needed.
Responsible for contacting clients when necessary regarding rental invoices to ensure receipt of due payment and providing Coordinator with monthly report of deposited payments. This is in conjunction with Administrative Assistant.
Orders all supplies for the RCAC, keeps track of supply levels via coordination with technical, building and administrative staff, and facilitates payment for all supplies ordered in conjunction with Administrative Assistant.
Assists in monitoring the safety and comfort of those in the Roswell Cultural Arts Center. This includes the cleanliness and safety of the lobby and elevator, assistance when required or directed related to table and chair set-up/storage, monitoring public restrooms and other areas for cleanliness and assessing the status of meeting rooms following occupancy. Providing first aid supplies and/or contacting emergency services, providing audience services, monitoring security cameras, giving directions, accommodating patrons with special needs On occasion, room set-up and breakdown; opening and closing of the building as necessary.
Receives moneys in payment of various fees or services; records transactions, and forwards revenues as appropriate.
Operates a personal computer, scanner, telephone, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, e mail, internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner. Some design programs may be utilized for communications with the public. Knowledge of and ability to work with social media is required.
ADDITIONAL FUNCTIONS
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, sending and receiving emails, computer data entry, filing documentation, processing incoming/outgoing mail, or delivering documentation to other offices.
Provides assistance to other employees or departments as needed.
Provides assistance in the sale of tickets and help with RCAC presentations as directed.
Works with volunteers and/or interns at Welcome Desk.
Performs other related duties as required.
EDUCATION AND EXPERIENCE
1. High school diploma/GED preferred
2. Knowledge of administrative and clerical procedures
3. Knowledge of computers and relevant software, including all Microsoft Office applications
4. Knowledge of customer service principles and practices
5. Knowledge of RCAC environs and standards
6. Knowledge of RCAC processes and applicable rules and regulations
KEY COMPETENCIES
Verbal and Written Communication Skills (In English language; Spanish language is a plus), Professional Personal Presentation, Customer Service Orientation, Information Management, Computer Skills, Organizational Skills, Attention to Detail, Initiative, Reliability, Stress Tolerance, Energy, Friendliness
PERFORMANCE APTITUDES
Specific Knowledge, Skills, or Abilities: Must be able to accurately type 35 words per minute. Must be able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively in the position.
Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.