Constituent Services Advisor

Pennsylvania House Democratic Caucus; Pennsylvania; On-site; USD 40,000 - 52,000; Full time

Job summary

The Pennsylvania House Democratic Caucus seeks an Administrative Support Specialist to assist the Member in the district office by handling a wide range of constituent services and administrative tasks.

The role requires strong organization, communication, and computer skills, with responsibilities including handling inquiries, processing certificates and licenses, managing mail and correspondence, and coordinating calendars and events in a 100% onsite setting.

Qualifications

• High school diploma or GED; plus a certificate/degree in office/clerical skills or 1 year related experience
• Proficiency with MS Office Suite and Constituent tracking software (Indigov) preferred
• Ability to read, analyze, interpret, and compose business correspondence; strong communication skills

Responsibilities

• Respond to constituent inquiries in person, by phone, email, and social media; direct to appropriate staff as needed
• Process PennDOT, property tax, rent-rebate, PACE, birth/death certificates, licenses, forms; track work via PennDOT Tracking System
• Receive, sort, route mail; respond to correspondence; prepare written responses reflecting the Member's position
• Coordinate and attend district constituent group activities; represent the Member at district events
• Manage Member's calendar and review monthly bills; interact with Harrisburg office to coordinate workload

Skills

Communication

Team player

Detail oriented

Multitasking

Education

High school diploma or GED

Tools

MS Office Suite

Legislative Data Processing Center

Indigov

Job description

Assists Member in the District Office by providing a variety of administrative and governmental services for constituents.

This position is 100% onsite and is not eligible for Telework.

• Monitor and respond to constituent inquiries through a variety of mediums, including in-person visits, telephone and email to social media platforms. Responses may require requesting the constituent to call in to the district to further assist in determining the nature of the need and the relevant staff member to provide further assistance.
• Process PennDOT, property tax, rent-rebate, PACE, birth and death certificates, nursing licenses, fishing and boating forms, and other constituent-related materials. Track Penn DOT work via PennDOT Tracking System.
• Receive, sort, and route mail; maintain and direct publications. Respond to constituent correspondence, process mailings, and prepare written correspondence on behalf of Member. Research, prepare appropriate and thoughtful written responses to constituent inquiries that reflect the Member's wishes, position, or legislative record on various public policy issues. Prepare citations and fax them to the Legislative Reference Bureau for processing. Maintain a constituent contact database and relevant spreadsheet files as required by the Member.
• Cultivate and maintain relationships with local businesses and government officials. Coordinate and attend activities for constituent groups. Represent the Member at events in the district when the Member is unavailable.
• Perform clerical duties as needed, such as typing, faxing, filing, photocopying, collating, and bulk mailing preparation. Order, receive, and maintain office supplies. Manage Member's calendar/scheduling in conjunction with Harrisburg office. Review and pay monthly legislative bills, maintain checking account, and process expense vouchers for expense reimbursement. Interact with Harrisburg office staff; coordinating workload accordingly.
• Performs any other legislative work-related duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); plus a certificate/degree in office/clerical skills from a college or business/technical school; or one year of related experience; or equivalent combination of education and experience.

COMPUTER SKILLS

Ability to complete tasks in MS Office Suite (Word, Excel, Access, Outlook, PowerPoint), Legislative Data Processing Center, and Indigov (constituent tracking system) software applications on a desktop computer system. Prior knowledge of Indigov or the Legislative Data Processing Center system is not required.

LANGUAGE SKILLS

Ability to read, analyze, interpret, and compose general business correspondence. Ability to effectively present information and respond to questions from superiors, constituents, and the general public. Ability to effectively communicate with the public. Ability to converse fluently in a secondary language is a plus.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs. Ability to get along with others and work effectively as a team player. Ability to concentrate for extended periods of time.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, the ability to adjust focus, and the ability to read and interpret documents on a computer screen.

WORK ENVIRONMENT

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

The noise level in the work environment is usually quiet. The employee is occasionally exposed to the moving mechanical parts of office equipment.