DISTRICT CLERK'S OFFICE - CUSTOMER RELATIONS SPECIALIST
County of El Paso, Granite Heights, WI, United States
Acceptable Experience and Education
High school diploma or equivalent and two (2) years of office/customer service with one (1) year cashier experience.
Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
Certificates, Licenses, and other Requirements (Depending on area of assignment) In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.
May require Deputy Clerk deputizing; may require AOP certification.
May require or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.
Essential Duties Performs administrative and clerical tasks, performs data entry, may process billings; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail.
Establishes and maintains files and records.
Serves as the initial point of phone, email, or personal contact for participants, outside agencies, other County departments and the general public concerning inquiries or complaints about a specific program and/or its services; research information; make appropriate referrals for assistance.
Researches and analyzes manuals, regulations, and laws to ensure compliance with established procedures and resolves problems pertaining to customers concerns.
Ensures proper documentation is provided by the customer in order to process requests.
Receives appropriate fees; ensures that all information on check(s) is in compliance with check acceptance policy; records all pertinent information in order to cross reference transaction with valid identification and receipts.
Evaluates and ensures proper documentation.
Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out.
Provides information to customers on all phases of service provided.
Maintains confidentiality.
Reports any equipment maintenance needs for appropriate action.
Trains on processes, and ensures workstations are stocked with forms and necessary documents.
Depending on area assigned
Notarizes documents
Certifies documents
Provides informational material to news media and general public
Performs criminal searches for customers and agencies as required
Provides routine information and assistance pertaining to vehicle registration procedures, laws, rules and/or regulations; refers customers to appropriate source for complex problems or questions
Examines, processes and/or rejects applications related to registration, such as: Renewals, temporary permits, placards, plate/sticker replacements, Internet renewals, registration exchanges, machinery plates, etc. In addition, duplicate receipts, motor vehicle inquiries, non-title trailers and process mail-in requests; to ensure compliance with departmental regulations and state registration laws
Ensures proper identification, proof of financial liability, and when applicable, a Vehicle Identification Report (VIR) are presented at time of vehicle registration(s), as well as verifying each transaction thru the ARC system for delinquent fines
Processes registrations
Operates Registration and Title System (RTS) terminal from the State Motor Vehicle Department’s database to retrieve information and process motor vehicle related applications
Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector, Texas Department of Motor Vehicles and other agencies, regarding changes in the rules, laws, regulations and procedures
Ensures information is correct on application and processes the application for customers
Verifies and processes e-file with fees under time restrictions; opens cases and prints copies of documents needed for the specific service providing
Performs searches for arrests or warrants
Issues agent numbers are issued in accordance with state regulations
Files subpoenas
Serves as liaison between the office and internal and external entities
Schedules requests records requested by the public and ensures supporting documentation
Index’s documents recorded by the department
Ensures compliance with state, internal and external agencies laws and regulations
Applies regulated fees
Requests, transfers, and checks out/in files and delivers to courts as required
Conducts inventory of supplies and files
Clears and releases dockets as directed
Places restrictions on inmate accounts
Provides inmates with balances on accounts
Releases funds as appropriate
Deals with foreign currency
May be required to travel to satellite branches when assigned or at times, on very short notification
May be required to work more than 40 hours a week, including after normal business hours, weekends, and/or holidays
Other Important Duties Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations.
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.
Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
Performs such other related duties as may be assigned.
Maintains a safe and healthy workplace environment.
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.
Summary of Position The Customer Relations Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from the Office Assistant classification by greater work complexity and broader work activities.
Organizational Relationships Reports to: Senior type position. Directs: This is a non-supervisory position. Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public.
Minimum Requirements: Knowledge, Skills, and Abilities Knowledge of: cashiering and bookkeeping practices, policies, and procedures, customer service/public relations practice and procedures; English usage, office methods, adding machines; computer; procedures and equipment including filing systems.
Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform routine calculations to count currency, make change, and prepare daily cash reports; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; operate a personal computer and various software applications; conduct mathematical calculations, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.
Depending on area of assignment: may require bilingual in Spanish; typing speed of 45 words per minute.
Demonstrate regular and reliable attendance
Work well with others and participate fully in a team-oriented environment
Interface with other employees and customers in a courteous and respectful manner
Maintain strict confidentiality
Project positive support of their department and all county organizations at all times
Maintain and enhance the County’s commitment to customer service excellence
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Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
Certificates, Licenses, and other Requirements (Depending on area of assignment) In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.
May require Deputy Clerk deputizing; may require AOP certification.
May require or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.
Essential Duties Performs administrative and clerical tasks, performs data entry, may process billings; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail.
Establishes and maintains files and records.
Serves as the initial point of phone, email, or personal contact for participants, outside agencies, other County departments and the general public concerning inquiries or complaints about a specific program and/or its services; research information; make appropriate referrals for assistance.
Researches and analyzes manuals, regulations, and laws to ensure compliance with established procedures and resolves problems pertaining to customers concerns.
Ensures proper documentation is provided by the customer in order to process requests.
Receives appropriate fees; ensures that all information on check(s) is in compliance with check acceptance policy; records all pertinent information in order to cross reference transaction with valid identification and receipts.
Evaluates and ensures proper documentation.
Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out.
Provides information to customers on all phases of service provided.
Maintains confidentiality.
Reports any equipment maintenance needs for appropriate action.
Trains on processes, and ensures workstations are stocked with forms and necessary documents.
Depending on area assigned
Notarizes documents
Certifies documents
Provides informational material to news media and general public
Performs criminal searches for customers and agencies as required
Provides routine information and assistance pertaining to vehicle registration procedures, laws, rules and/or regulations; refers customers to appropriate source for complex problems or questions
Examines, processes and/or rejects applications related to registration, such as: Renewals, temporary permits, placards, plate/sticker replacements, Internet renewals, registration exchanges, machinery plates, etc. In addition, duplicate receipts, motor vehicle inquiries, non-title trailers and process mail-in requests; to ensure compliance with departmental regulations and state registration laws
Ensures proper identification, proof of financial liability, and when applicable, a Vehicle Identification Report (VIR) are presented at time of vehicle registration(s), as well as verifying each transaction thru the ARC system for delinquent fines
Processes registrations
Operates Registration and Title System (RTS) terminal from the State Motor Vehicle Department’s database to retrieve information and process motor vehicle related applications
Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector, Texas Department of Motor Vehicles and other agencies, regarding changes in the rules, laws, regulations and procedures
Ensures information is correct on application and processes the application for customers
Verifies and processes e-file with fees under time restrictions; opens cases and prints copies of documents needed for the specific service providing
Performs searches for arrests or warrants
Issues agent numbers are issued in accordance with state regulations
Files subpoenas
Serves as liaison between the office and internal and external entities
Schedules requests records requested by the public and ensures supporting documentation
Index’s documents recorded by the department
Ensures compliance with state, internal and external agencies laws and regulations
Applies regulated fees
Requests, transfers, and checks out/in files and delivers to courts as required
Conducts inventory of supplies and files
Clears and releases dockets as directed
Places restrictions on inmate accounts
Provides inmates with balances on accounts
Releases funds as appropriate
Deals with foreign currency
May be required to travel to satellite branches when assigned or at times, on very short notification
May be required to work more than 40 hours a week, including after normal business hours, weekends, and/or holidays
Other Important Duties Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations.
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.
Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
Performs such other related duties as may be assigned.
Maintains a safe and healthy workplace environment.
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.
Summary of Position The Customer Relations Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from the Office Assistant classification by greater work complexity and broader work activities.
Organizational Relationships Reports to: Senior type position. Directs: This is a non-supervisory position. Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public.
Minimum Requirements: Knowledge, Skills, and Abilities Knowledge of: cashiering and bookkeeping practices, policies, and procedures, customer service/public relations practice and procedures; English usage, office methods, adding machines; computer; procedures and equipment including filing systems.
Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform routine calculations to count currency, make change, and prepare daily cash reports; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; operate a personal computer and various software applications; conduct mathematical calculations, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.
Depending on area of assignment: may require bilingual in Spanish; typing speed of 45 words per minute.
Demonstrate regular and reliable attendance
Work well with others and participate fully in a team-oriented environment
Interface with other employees and customers in a courteous and respectful manner
Maintain strict confidentiality
Project positive support of their department and all county organizations at all times
Maintain and enhance the County’s commitment to customer service excellence
#J-18808-Ljbffr