Customer Service Rep. I

Columbia County (FL); Florida; On-site; USD 32,000 - 46,000; Full time

Job summary

Columbia County Public Works is seeking a receptionist/secretary to handle clerical tasks and public inquiries. The role involves processing complaints and maintenance requests, typing, filing, and coordinating with field personnel and supervisors.

The position requires a high school diploma and at least two years of public-facing secretarial experience, with a Florida driver’s license and typing speed of 35 WPM or more.

Qualifications

• Graduation from an accredited high school or possession of an acceptable equivalency diploma.
• Two (2) years’ experience in duties involving frequent public contact and secretarial work.
• A college degree may be substituted on a year-for-year basis for the required experience.
• Possess a valid Florida driver’s license.
• Ability to accurately type 35 WPM or better.

Responsibilities

• Answer telephone calls, refers the caller to the proper person and/or records requests for Public Works services.
• Responds to fax and email requests and records of information on Public Works Request Log Report.
• Communicates with Public Works supervisors regarding status of complaint/maintenance requests.
• Assists in processing complaint/maintenance requests utilizing computer and appropriate software from intake to resolution and follow-up of overdue complaint/maintenance requests.
• Prepares work order requests for disbursement to field personnel.
• Works closely with other Customer Service Representatives and Field Supervisors regarding complaint/maintenance requests.
• Assists in the monthly preparation of production reports to management.
• Assists in the filing for all complaint/maintenance requests received in the Public Works Office and routine Public Works office filing as requested.
• Type up Public Works correspondence, memorandums, reports, etc., as requested.
• Provides information to public relating to the general operations and services of the Public Works Department.
• Directs caller and general public to appropriate county offices relating to specific requests.
• Assists in special projects as requested.
• Provides routine and diversified secretarial work, clerically supporting other operations of the Public Works Office.
• Required to work during a local declared state of emergency.

Skills

Office practices

Business English

Spelling & Mathematics

Written & oral English

Understanding/instructions

Public service mindset

Computer literacy

Data entry / typing

Interpersonal skills

Education

High school diploma

College degree substitute for experience

Tools

Computer software

Office machinery

Job description

Responsible for clerical and public contact work which includes providing information and processing complaints and/or maintenance requests regarding specific or general Public Works services.

All work is performed inside an office. The secretary/receptionist office, which can be located in a multi-person department, has a separate desk centrally located. Job functions are performed during normal workday. Must be able to pass a pre-employment physical that screens for acceptable eyesight and hearing (with or without correction), the ability to sit for extended periods, and manual dexterity needed to operate job related machinery. These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

WORKING CONDITIONS

• Answer telephone calls, refers the caller to the proper person and/or records requests for Public Works services
• Responds to fax and email requests and records of information on Public Works Request Log Report
• Communicates with Public Works supervisors regarding status of complaint/maintenance requests
• Assists in processing complaint/maintenance requests utilizing computer and appropriate software from point of intake to resolution and follow-up of overdue complaint/maintenance requests
• Prepares work order requests for disbursement to field personnel
• Works closely with other Customer Service Representatives and Field Supervisors regarding complaint/maintenance requests
• Assists in the monthly preparation of production reports to management
• Assists in the filing for all complaint/maintenance requests received in the Public Works Office and routine Public Works office filing as requested
• Type up Public Works correspondence, memorandums, reports, etc., as requested
• Provides information to public relating to the general operations and services of the Public Works Department
• Directs caller and general public to appropriate county offices relating to specific requests
• Assists in special projects as requested
• Provides routine and diversified secretarial work, clerically supporting other operations of the Public Works Office
• Required to work during a local declared state of emergency

Graduation from an accredited high school or possession of an acceptable equivalency diploma. Two (2) years’ experience in duties involving frequent public contact and secretarial work. A college degree may be substituted on a year-for-year basis for the required experience.

Possess a valid Florida driver’s license. Ability to accurately type 35 WPM or better.

• Knowledge of office practices and procedures
• Knowledge of Business English, Spelling and Mathematics, written and oral English Communications
• Ability to understand and carry out moderately complex oral and written instructions
• Prior knowledge or ability to quickly grasp an overview of County services
• Ability to utilize computer equipment and multiple software programs for the input and retrieval of data and routine correspondence
• Ability to use office machinery
• Ability to meet and deal effectively with the general public and to use tact and judgment
• Ability to initiate follow-up to ensure complaints/maintenance requests are resolved in a timely and satisfactory manner
• Ability to establish and maintain effective working relationships with others