Customer Service Representative, Municipal Court

The City of Overland Park; Overland Park (KS); On-site; USD 27,000 - 36,000; Full time

Job summary

The City of Overland Park is hiring a full-time Customer Service Representative, Municipal Court to support the Court Clerks Division. You will handle phones, greet the public, and enter information into the case management system.

You will provide guidance to customers using Municipal Court website options and prepare documents for scanning, with a focus on accuracy and timeliness in a busy municipal setting.

Qualifications

• Two years of clerical/customer support experience.
• Strong verbal and written communication skills.
• Proficiency with MS Word and Excel.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Provides customer service and administrative support for the Community Services Division via telephone, emails and walk-ins.
• Greets visitors and directs customers to the appropriate location or department.
• Acts as receptionist, answers the telephone and assists the general public; provides information on policies and procedures.

Skills

Oral and written communication

Basic math and accounting

Analytical skills

Organizational skills

Typing skills

Listening skills

Proofreading skills

Windows-based word processing

Spreadsheets (Excel)

Google tools

Education

Two years of clerical/customer support experience

Tools

Windows

Word

Excel

Google Workspace

Job description

Customer Service Representative, Municipal Court (Job Id 1570)

Location: US:KS:Overland Park

Description

The City of Overland Park has a full-time Customer Service Representative, Municipal Court position available in the Municipal Court Department.

Summary

Provides customer service and administrative support for the Court Clerks Division. Answers the telephone and assists the general public. Updates CRMS; enters and updates appropriate information into the case management tracking software. Provides verbal instruction to customers utilizing Municipal Court website options, and creates correspondence as requested by staff. Performs general office duties as needed.

Responsibilities

• Provides customer service and administrative support for the Community Services Division via telephone, emails and walk-ins.
• Greets visitors.
• Directs customers to the appropriate location, person, or department for service.
• Acts as a receptionist; answers the telephone and waits on the general public; provides routine and general information on department and City policies and procedures as required;
• Refers telephone calls to appropriate department personnel.
• May receive, sort and distribute mail.
• Initiates calls to defendants and attorneys regarding upcoming or missed court dates.
• Performs miscellaneous and general office duties as needed.
• Provides in-person, email correspondence and telephone customer assistance to all persons who come in contact with the court.
• Answers case related questions and schedules cases for the appropriate docket through the use of pre-set calendars and notifies all related parties through multiple incoming telephone lines as well as email communication.
• Provides immediate communication to attorneys, prosecutors, police officers, and defendants as needed for case preparation.
• Prepares documents for scanning, scans documents, and verifies quality of digital images. Ensures documents are properly imported into the City’s court case management system.
• Reviews and attaches citation images to newly created cases in the case management software.
• Reviews arraignment court dates to verify that they are set on the correct dockets.
• Audits insurance verification images to verify that the charge and case have been completed correctly.
• Initiates phone calls to defendants and attorneys regarding upcoming or missed court dates.
• Completes the returned mail process to attempt to ascertain updated contact information.
• Audits returned mail and compiles information for the police department regarding insufficient ticketing information.
• Takes messages regarding complicated court case questions that need to be researched.
• Any other duty as required by supervisor. Performs any other duties as required during emergency and/or incident operations.
• The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
• The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

Education & Special License(s) / Certifications

• Basic education which includes courses in typing, general office practices, office machines, customer service and business communications or an equivalent combination of education and work experience.

Experience

• Two years of clerical/customer support experience, preferably in a customer service and cash handling related position.

Skills

• Oral and written communication skills
• Basic math and accounting skills
• Analytical skills
• Organizational skills
• Typing skills
• Listening skillsCustomer service skills (in person and over phone)
• Proofreading skills
• Must have a working knowledge of windows-based word-processing and spreadsheet software applications. Preference for Google,
• Word and Excel

Mental Requirements

• Ability to recognize and protect confidential information
• Ability to organize files and effectively retrieve
• Logical reasoning; sound judgment; and the ability to deal with sensitive situations in a tactful, empathetic manner
• Alpha and numeric recognition
• Ability to read and comprehend City codes, permit applications, and file information
• Ability to comprehend computer software principles
• Ability to compute basic math computations
• Ability to work in a hectic environment with many interruptions
• Ability to meet specific deadlines

Physical Requirements

• Hand and eye coordination adequate to input computer, calculator, typewriter, copy and fax machine, cash register, credit card machine, scanner, and microfilm reader
• Ability to make and receive phone calls
• Ability to distinguish colors
• Ability to lift 20 pounds and transport 5 feet.

Supervisory Responsibility (Direct & Indirect)

• None

Normal Work Hours

Normal Work Hours: 8:00 a.m.-5:00 p.m., Mon.-Fri.

Salary Range

Salary Range: Grade A, $19.37 - $25.82

Application Deadline

Application Deadline: Open until filled

Benefits

Benefits: Full-time

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

No City residency requirement.

Must successfully pass a background check, drug screen, physical exam and essential functions test.

All applicants must be legally eligible to work in the United States and proof of eligibility must be provided if selected for hire.

EO/M/F/D/V