Public Service Specialist - Health and Human Services (0626)

Nature of Work

Vital Records program; performs related work as assigned.

About the Role

• Performs work of moderate difficulty in the Vital Records program under supervision
• Performs related work as assigned

Responsibilities

• Formats, composes and types correspondence and other documents from written drafts and dictating equipment on routine, complex and confidential matters
• Prepares reports and maintains records
• Screens, sorts, files and retrieves forms, correspondence and documents
• Updates, checks, and completes records, forms and documents
• Verifies discrepancies and makes corrections
• Researches records and disburses information
• Establishes and maintains complex filing systems
• Maintains control and assures availability of files and other materials
• Processes and distributes confidential and sensitive documents
• Answers questions requiring knowledge of departmental and programmatic rules, procedures, and state law
• Exercises discretion and judgment on minor administrative decisions
• Works with the public to support their Vital Records needs, complete transactions, and answer inquiries regarding Vital Records processes

Requirements

• 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

• Experienced in Microsoft Suite
• Experienced in learning and navigating state software

Skills and Abilities

• Considerable knowledge of: Business English, spelling and arithmetic, punctuation and grammar
• Office practices and procedures
• Skilled in using computer systems, Microsoft Suite, and other office machines
• Report preparation
• Ability to 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
• Communicate effectively verbally and in writing

Knowledge, Skills and Abilities

• Knowledge of: Business English, spelling and arithmetic, punctuation and grammar
• Office practices and procedures
• Skilled in using computer systems, Microsoft Suite, and other office machines
• Report preparation
• Ability to 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
• Communicate effectively verbally and in writing

Key Points to Providing Outstanding Customer Service

• Be attentive and responsive to customer needs
• Provide accurate and helpful information
• Handle complaints professionally and constructively
• Ensure confidentiality and privacy of customer information
• Stay calm and composed during challenging situations
• Follow up to ensure customer satisfaction

What Would You Do If You Didn't Know How to Help a Customer?

• Admit your limitations and ask for help
• Offer alternative solutions or refer the customer to someone who can assist
• Apologize for any inconvenience caused and assure the customer of your commitment to finding a solution
• Follow up with the customer to check on their satisfaction and provide further assistance if needed

Required Questions

• 01 What aspects of this position prompted you to apply for this position?
• 02 What are the key points to providing outstanding customer service?
• 03 What would you do if you didn't know how to help a customer?

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

• Comprehensive employee benefits package including: Vacation/Annual Leave, Sick Leave, Holidays, 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, On-going 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

Note: Regular Part Time employees receive some benefits on a pro-rated basis. Temporary and Seasonal employees do not receive benefits. Elected officials are not eligible for vacation and sick leave.