Job Details

Purpose of Classification:

The purpose of this classification is to serve as the primary, front desk contact for in-person visitors and telephone inquiries at City Hall, perform various Human Resources and general administrative duties, opening and closing City Hall daily.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Welcome and assist residents and visitors in person, by phone, and via email, ensuring each interaction is handled with professionalism and a focus on delivering excellent customer service.

Respond promptly and accurately to general questions regarding city services, ordinances, and policies, providing clear explanations and guidance to help residents understand municipal procedures and requirements.

Direct residents to appropriate resources, including official documents, ordinances, and governing materials, and refer customers to the correct staff member or department to address specific concerns or questions, facilitating efficient resolution of inquiries.

Answer and route incoming phone calls to the appropriate department or staff member, ensuring that all calls are managed courteously and that residents are connected with the right personnel for their needs.

Maintain a professional and courteous demeanor at all times while handling inquiries and resolving issues, demonstrating patience and respect in every interaction to foster positive relationships with the public.

Provide administrative support to other city departments as needed, assisting with tasks such as data entry, document preparation, and special projects to promote organizational efficiency and teamwork.

Keep accurate records of all inquiries and ensure timely follow-up when required, maintaining organized documentation to support accountability and high-quality customer service.

Human Resources administrative duties, including:

• OSHA accident reporting and accident tracking
• Filing First Report of Injury claims to the City's Workers Compensation provider
• Managing the FMLA process by completing all applicable forms; tracking FMLA use in the time-keeping system; and guiding employees through FMLA requirements
• Issuing COBRA notices and point of contact regarding questions, enrollment deadlines and payment processing
• Overseeing the City's recruiting processes by managing job postings, candidate tracking, initiating background checks, scheduling pre-employment screenings, and extending job offers via ADP software

General administrative duties:

• Making and distributing Employee ID badges
• Managing City-wide cell phone inventory and services
• Ordering office, cleaning, break room, and restroom supplies for City Hall and ensuring proper management of receipts
• Point of contact for third-party Information Technology support, including requesting computers, hardware, software, and scheduling service calls
• Monitoring the postage machine for proper service and securing postage funds as needed

Additional Functions:

Perform other related duties as assigned, demonstrating flexibility and a willingness to take on new responsibilities as needed to support the goals of City Hall.

Minimum Qualifications:

High school diploma or GED required; supplemented by two years of experience in customer service or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: None.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

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, descriptive, and/or advisory data and information., such as service applications, customer data and information, payments, invoices, service orders, cut-off lists, set-off debt lists, etc.

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 moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Tasks may involve extended periods of standing during events/programming.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, 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.

The City of Fountain Inn is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The City reserves the right to revise this position description at any time.

Hours: 7:45 am-5:15 pm, Monday-Thursday and 8:00 am-12:00 pm on Friday