Permanent Receptionist 0.86 FTE- Closes June 25

Receptionist- Permanent-Part-Time (0.86 FTE) 

The Receptionist provides reception and administrative support to the Corporate Services Department and the Municipal Office by answering and directing incoming phone calls, greeting and directing visitors and taking payments for a variety of municipal services.  This is a Permanent Part Time position (0.86 FTE) reporting to the Deputy Chief Administrative Officer.  The position is unionized with CUPE Local 812 and is in Wage Band 191-220 which is at the rate of $32.94 for 2025 and $33.93 for 2026.

Key Duties and Responsibilities

1. Performs reception duties by answering telephone calls or greeting the public in person; handles requests from the public or refers them to the appropriate person for action and/or follow-up.
2. Receives and processes payments received in person or by mail for utilities, taxes, invoices, dog tags, business licences and permits.
3. Assists the public with completing forms such as business licences and permits.
4. Maintains cash float, balances account daily and prepares deposit slips as required.
5. Opens, dates, and distributes mail to all staff; arranges and receives courier drop-offs.
6. Provides and issues purchase orders for the municipal office.
7. Maintains office supply inventories and contacts vendors to achieve best prices before ordering; contacts office equipment service personnel when repairs are needed and records service calls.
8. Acts as lead to maintain the agreement filing system, including filing, scanning and monitoring the expiry dates of agreements.
9. Assists with filing in the electronic document management system or filing in the tax rolls. 
10. Assists with routine shredding in accordance with the Records Retention Bylaw.
11. During tax time, prepares batches of post-dated cheques for deposit.
12. Provides back up to the Operations Department as needed by taking and logging calls for service.
13. Performs related duties as required.

Knowledge, Abilities and Skills

• Excellent communication and customer service skills are required to handle and resolve customer enquiries and complaints.
• Ability to work independently, liaising with other staff as needed to resolve enquiries.
• Skill in the use and application of office computers and software such as Microsoft Office (Outlook, Word, Excel, Teams), Diamond, Laserfiche, PDF Converter and other related programs and software.
• Knowledge of the services delivered by the Municipality and the applicable policies and bylaws. 
• Ability to operate a variety of office equipment and machines such as printers, scanners, debit machine, photocopiers, laminators, labellers, postage meters and multi-line telephone systems.

Education and Experience

This position requires the following minimum qualifications:

• A high school diploma supplemented with a two year diploma in office administration, accounting or a related discipline.
• One year of related experience. 

Independence and Scope of Impact

The work is mostly unsupervised and requires the incumbent to handle customer inquiries and requests either by choosing alternatives or applying a policy, bylaw or procedure to resolve.  Supervision is readily available for direction, if needed.  

Decisions and actions could result in significant losses of time or resources or cause some embarrassment within the department.

Contacts

Internal - Regular contacts are maintained with Department Heads and co-workers to share information regarding a variety of matters such as road closures, power outages and meetings. 

External – Significant contacts are maintained with the public, involving the exchange of information, settling of requests, complaints or clarifying of information pertaining to a variety of matters such as bylaws, services and programs.

Supervision Given

Supervisory or specialist advisory responsibilities are not normally part of the job, but there may be a requirement to show others how to perform the work including casual employees.

Working Conditions

The work is performed in a typical office environment.  The incumbent is required to sit for several hours during the day and involves frequent use (many times a day) of computers for up to an hour each time.  The nature of the work demands that the incumbent be interrupted regularly by phone calls or customers requesting service at the counter.

Hours of Work

Hours of work are Monday-Friday from 9:00 am to 4:00 pm with a one-hour lunch break.