Public Services Specialist

South Burlington, City of (VT); South Burlington (VT); On-site; USD 38,000 - 52,000; Full time

Job summary

South Burlington, City of (VT) seeks a Public Services Specialist to be the first point of contact for the Department of Public Works. You will welcome visitors, assist with forms and requests, and deliver accurate, timely information with excellent customer service.

The role involves managing work orders, handling confidential records, handling invoices, permits, and site communications. Collaboration with multiple departments is essential.

Qualifications

• High school graduation or equivalent.
• Three years of experience in a public-facing office setting.

Responsibilities

• Answers inquiries and requests from the public by phone, email, and in person; provides routine information; makes referrals as necessary.
• Provides excellent customer service and interacts with city departments, utility companies, contractors, and the public.
• Manages work order system and department paperwork, including correspondence, personnel records, incident/injury reports, inventory, and insurance.
• Works with the Finance Department to ensure accounts receivable and billing records; assists with grant administration and tracking invoices and expenditures for drinking water, storm water, wastewater and other public works projects; prepares financial reports.
• Issues and tracks purchase orders to suppliers; orders materials for crews, including salt.
• Issues permits and collects fees; assists permit applicants; keeps accurate records.
• Maintains equipment usage records and vehicle registrations; handles confidential employee records.
• Manages gasoline and fuel systems; tracks fuel usage and billing.
• Serves as base radio dispatcher; coordinates department field activities; handles information requests.
• Assists with updating the Public Works website and prepares newsletter articles; collaborates with Communications and Outreach Manager to share department news.

Skills

Typing

Data collection

Confidentiality

Customer service

Verbal communication

Written communication

Two-way radio operation

Bookkeeping basics

Website management/social media

Education

High school diploma or equivalent

Tools

Computers

Job description

The Public Services Specialist is the first point of contact for the public contacting the Department of Public Works. This position will welcome visitors and aid them in requests, including forms and applications. The specialist will provide exceptional customer service and accurate and timely work products.

1. Answers inquiries and requests from the public by phone, email, and in person; provides routine information; makes referrals as necessary. Provides excellent customer service. Frequently interacts with other city departments, utility companies, contractors, and the public effectively. Contact department personnel to handle identified work orders.
2. Manages work order system and department paperwork, including correspondence, personnel records, incident/injury reports, inventory, and insurance.
3. Works collaboratively with the Finance Department to ensure accounts receivable and billing records. Assists with grant administration and tracking invoices and expenditures for drinking water, storm water, wastewater and other public works projects. Prepares financial reports and assists with financial reporting.
4. Issues and tracks purchase orders to suppliers to ensure orders are fulfilled. Orders necessary material for crews, including salt.
5. Issues a variety of permits and collects fees in accordance with city rules and regulations, assists permit applicants with questions and information, and keeps accurate records of the same.
6. Maintains detailed equipment usage records. Maintains registration for all Public Works vehicles and keeps records and confidential information related to employees’ holding required CDL license.
7. Manages gasoline and fuel systems to include maintaining records of all fuel used, billing, and ordering fuel.
8. Serves as base radio dispatcher, receives and dispatches calls for various Department of Public Works services, addresses requests for information, and coordinates department field activities as directed.
9. Assists with updating the Department of Public Works website and regularly prepares newsletter articles. Work with the Communications and Outreach Manager to share department news and alerts with the community and media.

1. High school graduation or equivalent and three years of experience working in a public-facing office setting. Equivalency considered.

1. Demonstrated ability to type accurately and use computers.
2. Demonstrated ability to collect data and maintain accurate and complete records.
3. Demonstrated ability to maintain confidentiality of department-related information, including personnel records, bid proposals, etc.
4. Demonstrated ability to work effectively with the public, vendors, and department personnel, including providing customer service and maintaining patience with frequently irritated or upset citizens.
5. Demonstrated ability to communicate effectively verbally and in writing.
6. Demonstrated ability to operate a two-way radio.
7. Basic knowledge of bookkeeping and accounting practices.
8. Ability to understand and follow written and oral instructions.
9. Web site management experience, social media experience, and general internet experience.