Title: Administrative Assistant - Arts & Municipal Complex
Status: Full-time
Compensation: $42,575 - $52,128

Description

The City of Fishers is known as a Smart, Vibrant, and Entrepreneurial community and is recognized as one of the best places to live in the United States. The City of Fishers is seeking a highly motivated, detail-oriented, team player to assist residents and visitors with welcoming all guests to the new Arts & Municipal Complex and help residents and visitors to their meetings, answer questions and ensure they have an extraordinary and positive experience with their local government. This Full-Time Administrative Assistant with the Customer Experience Team, will also assist residents in making their residential trash, sewer and stormwater utility payments, will assist with permitting and inspections processing, direct and answer phone calls and assist walk-in guests. This position will report to the Director of Employee and Customer Success.

The ideal candidate uses their engaging personality to create a memorable first impression for our guests. While checking-in guests, the Administrative Assistant is a source of knowledge for the guest on everything about the City’s services, amenities, and the local area. If you enjoy engaging with residents, creating meaningful connections, as well as taking steps to always go above and beyond with people, we want you! We aim to provide top-notch service for everyone who walks through our doors or calls our offices. The front desk Administrative Assistant achieves this by successfully greeting arriving and departing guests thoughtfully and responding to inquiries and opportunities in an efficient, courteous, and professional manner to achieve maximum customer satisfaction.

Examples of Duties

• Represent the City of Fishers, as a front-facing team member, providing exceptional customer service by being engaging and taking sincere interest while also creating a welcoming and comfortable atmosphere for all.
• Manage the check-in system and internal process for all guests and visitors.
• Manage meeting room reservations, scheduled access, space requests, and rentals for both internal and external needs.
• Oversee meeting room set up and resetting between meetings. Support meeting hosts with occasional catering orders and IT needs.
• Respond online to customer requests and concerns through the Fishers Connect portal.
• Train the customer service website chatbot weekly to ensure the most up-to-date and accurate responses.
• Be knowledgeable in all areas and departments to be able to accurately direct a large array of inquiry possibilities for a smooth customer experience.
• Help to resolve problems and impress visitors through recovery when things don’t go as planned. Take a leadership role in troubleshooting customer complaints.
• Provide front desk coverage at our City Services Building during employee lunch breaks and during absences as needed (PTO, vacation, sick).
• Accept utility payments and serve as a subject matter expert with Utility policy and procedures to answer resident inquires.
• Assist with permitting and inspection requests and process permit fees.
• Receive incoming phone calls. Receive and distribute incoming mail and packages. Manage large mailings for various departments.
• Keep inventory and maintain records of office equipment and office supplies.
• Project assignments may include a variety of initiatives to serve our residents and visitors.
• Collaborate with various internal departments to provide information and support.
• Assist the Human Resources Department with time-sensitive new-hire paperwork and filing personnel documents.
• Assist the Human Resources Department with other clerical and administrative support.
• Assist with delivering clear communication and consistent messaging in conjunction with the public relations team to successfully share information.
• Accept, receipt, and account for all money tendered consistent with the City of Fishers internal accounting policies and state law.
• Manage till and deposits.
• Other duties as assigned. Example: Assisting with various call-taker duties such as the COVID-19 hotline or similar phone service duties.

Minimum Qualifications

• High School Diploma or GED required; Associate or Bachelor's Degree preferred;
• Customer Service experience with both face-to-face and telephone interactions required; including the ability to be resourceful and creative;
• Hospitality and Tourism Management experience a plus;
• Must have a positive and friendly attitude to ensure all visitors have an excellent experience during all transactions and communications with the City of Fishers;
• Accounting experience needed, specifically in balancing cash registers in a business or retail environment;
• Excellent verbal and written communication skills with attention to detail is critical to this role;
• Ability to quickly learn new skills and technical platforms such as permit software (ViewPoint Cloud), utility and financial payment software (Munis), customer service (Fishers Connect) etc.;
• Focus and maintain attention to tasks, and complete work assignments on time despite frequent interruptions.
• Ability to work both independently and as a part of a team;
• Ability to effectively engage internal and external stakeholders at all levels of leadership is required;
• Interested in serving in a variety of roles where no two days will ever be the same. This role requires a great deal of flexibility, going where needed to provide support, and getting out from behind the desk and helping to complete tasks both in and outside of the office;
• Maintain a valid driver’s license and be eligible to be insured to drive a city vehicle;
• Must maintain the highest level of confidentiality, as well as maintain HIPPA compliance, as this role will handle and/or encounter personnel records, vital records, and Personally Identifiable Information (PII).

Supplemental Information

• Attitude is extremely important in this role. We are seeking a team member who is motivated to go above and beyond to best represent the City of Fishers and serve the community!
• Accountability to the highest professional and ethical standards is expected.
• Information sharing and teamwork - Employees are encouraged to brainstorm and assist with the implementation of projects and ideas.