Office Assistant (PT)

PURPOSE: The Part-Time Office Assistant provides critical administrative support to ensure smooth daily operations. Core duties include answering phones, managing correspondence, maintaining physical and digital files, and performing general data entry. Typical hours range from 15 to 25 hours per week, making it ideal for those needing flexible work-life balance.

SCOPE: The employee in this position serves as the first contact and first impression of Colerain Township’s services to the community. This position requires excellent customer service skills and the ability to perform various tasks simultaneously. This position is part-time and is scheduled in concert with another part-time office assistant.

ESSENTIAL ROLES amp; RESPONSIBLILITIES: May include, but not limited to the following:

• Answers telephones and routes calls to appropriate departments in a courteous and professional manner; provide routine information to customers and the general public.

• Greets incoming visitors to the administration building at the front window.

• Assists visitors in a professional and courteous manner to provide them with appropriate information or referral to the appropriate department based on the request while maintaining security as it relates to allowing individuals into the back-office space.

• Maintains the general office filing system and distributes office mail.

• Assists with permit intake.

• Assists with outbound mailings.

• Works cooperatively with co-workers to support other administrative activities as determined by the Township.

• Familiarity with how the Township operates, having knowledge of each department’s functions, and being able to answer customer questions about the electric and gas aggregate programs. Shall keep abreast of Township issues and events.

• Assists with the input of complaints into the CSR system.

• Liaison with Code Enforcement Officer to gain knowledge of any “problem” areas that have arisen.

• Process payments/revenue for the Township such as permit fees and other revenue.

• Schedule meetings and update the Township electronic calendars.

• Provide clerical support to staff.

• Maintain the trust of superiors, peers (both internal and external) and abide by the established ethics of the profession.

CRITICAL SKILLS / EXPERTISE:

• Ability to report for duty dependably and punctually.

• Ability to deal effectively with the public.

• Ability to effectively work with and serve a diverse local community.

• Ability to learn and navigate multiple forms of software, most importantly Microsoft Office.

• Must have a keen sense of attention to detail and commitment to accuracy.

• Commitment to customer service.

• Strong communication skills, both written and oral.

• Ability to establish and maintain harmonious working relationships with employees.

• Must be a person of high integrity, energy and enthusiasm who can work independently, and as part of a team; consistently exercises good professional judgment.

• Must be an agile, adaptable and flexible individual who is able to quickly and effectively change direction in an environment characterized by ambiguity and continual change.

EDUCATION, LICENSING amp; CERTIFICATION REQUIREMENTS:

• High school education plus at least 2 years of general office experience which must include working collaboratively with the public and co-workers.

• Must have a working knowledge of Microsoft Office – Word, Outlook, Excel, PowerPoint and other software programs.

• Valid State of Ohio driver’s license.

• Prior experience working in a local government is preferred.

PHYSICAL amp; MENTAL REQUIREMENTS:

• While performing the duties of this job, the employee is frequently required to sit, talk, and hear, use hands and fingers to handle or feel objects, tools, or controls, and to reach with hands and arms.

• The employee must be able to lift and/or move varying amounts of weight, depending upon the task at hand.

• Specific vision abilities required by this job include close vision and the ability to adjust focus.

• Must be able to kneel, bend at the waist, and work in a standing position for long periods.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essentials of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.