Public Service Specialist- Public Works (0626)

Overview

Nature of Work: Under supervision performs work of moderate difficulty in assigned field; performs related work as assigned.
Responsibilities

Serve as the first point of contact for the department by greeting and assisting residents, contractors, vendors, and visitors.
Direct visitors to the appropriate department or staff member.
Respond to resident inquiries and enter service requests into the Lucity work order management system.
Provide forms, applications, and informational materials to the public.
Maintain department conference room reservations.
Receive, date-stamp, and distribute incoming mail.
Coordinate incoming deliveries and outgoing mail.
Maintain the reception area, front office, and breakroom kitchenette.
Serve as a designated key holder responsible for opening and securing the office in accordance with departmental procedures.
Monitor and replenish paper, toner, and other office supplies for printers, copiers, and office equipment.
Check, retrieve, and return telephone calls and voicemail messages.
Scan, copy, and archive documents.
Receive, sort, file, and retrieve forms, correspondence, and documents.
Update, review, complete records, forms, and documents.
Maintain filing systems.
Answer questions requiring knowledge of departmental policies, procedures, and services.
Process and distribute confidential and sensitive documents.
Prepare, process, and enter invoices into the financial system in accordance with established procedures.
Perform other duties as assigned.
Essential Functions

Essential functions of this position include but are not limited to: sitting, walking, standing, crouching, stooping, kneeling, reaching, bending and crawling for filing; working with and around others; dealing with interruptions; repetitive motion (hand/wrist/elbow/shoulder) for computer work, filing, copying etc.; vision acuity (near) for computer work and reading documents; hearing and speech for ordinary conversation; finger dexterity and touch for typing.
Minimum Qualifications

Two years' experience in performing clerical or administrative work within subject area; OR Associate's degree and one year experience in performing clerical or administrative work within subject area; OR any equivalent combination of education, training and experience which demonstrates the ability to perform the duties of the position.
Preferred Qualifications

Experience providing front-desk reception or customer service in a public-facing environment.
Proficiency with Microsoft Office Suite and standard office equipment.
Experience using records management and filing systems.
Experience working with financial systems and processing invoices.
Demonstrated ability to learn and adapt to new software systems and processes.
The ideal candidate

is a professional, customer-focused individual with strong communication, organizational, and multitasking skills. They are dependable, detail-oriented, and able to provide excellent service to residents, contractors, vendors, and staff while managing a variety of administrative and clerical responsibilities. The successful candidate works well as part of a team but can perform independently with minimal supervision, communicates clearly, handles confidential information with discretion, and is eager to learn new systems, processes, and technologies. They set a positive example through reliability, professionalism, adaptability, and a strong commitment to public service.
Knowledge, Skills And Abilities

Knowledge:
Business English, spelling and arithmetic, punctuation and grammar
Office practices and procedures
Skills:
Use of computer systems, Microsoft Suite, and other office machines
Report preparation
Abilities:
Compose correspondence dealing with technical and complex matters
Exercise sound independent judgment on a variety of problems in accordance with established departmental policies and procedures
Prioritize, plan and carry out assignments
Work safely and support the culture of workplace safety
Establish and maintain effective working relationships with employees, other agencies and the public
Follow written and verbal instructions
Communicate effectively verbally and in writing
Equal Opportunity and Benefits

Coconino County is an Equal Opportunity Employer.
AmeriCorps, Peace Corps and other national service alumni are encouraged to apply.
Employee Benefits

Coconino County offers a comprehensive employee benefits package to regular employees working 30 or more hours per week that includes:
Vacation/Annual Leave
Sick Leave
10 Holidays Per Year
Health Care Insurance
Dental Plan
Vision Plan
Group Life Insurance
Pre-Tax Deduction Plan
Sick Leave Conversion Plan
Personal Day Purchase Program
Vacation Sell Back Program
Tuition Reimbursement Program
Wellness Program
Long-Term Disability
Arizona State Retirement System
Employee Assistance Program
Ongoing Training Opportunities
Free bus transportation/ EcoPass bus pass
Elective Coverage
Dependent Medical, Dental, and Vision
Supplemental Life (for employees & dependents)
Flexible Spending Account
Health Savings Account
Tax-deferred investment program
Accidental and Disability Insurance
Short Term Disability
Required Questions

Describe your experience providing front-desk reception and customer service support to the public, customers, or clients. Include the types of inquiries you handled and the volume of interactions you managed.
Describe your experience using computer software and office applications, including Microsoft Office (Word, Excel, Outlook).
Please identify any customer service, or records management systems you have used.
This position is responsible for receiving resident inquiries and entering service requests into a workorder management system. Describe your experience receiving requests, documenting information, and maintaining accurate records.
Describe an experience handling confidential or sensitive information. What steps did you take to ensure information was protected and processed appropriately?
This position requires managing multiple tasks, including answering phones, assisting visitors, processing documents, handling mail, and supporting office operations. Describe how you prioritize completing tasks while maintaining accuracy and customer service.

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