Public Service Specialist- Public Works (0626)

Nature of Work

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.
Cover 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.

Typical Duties

• 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.

Essential Functions

• 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.

Knowledge, Skills And Abilities

• Considerable knowledge of: Business English, spelling and arithmetic, punctuation and grammar, Office practices and procedures.
• Skills in: Use of 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, Follow written and verbal instructions, Communicate effectively verbally and in writing.

Experience

1. 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.
2. Describe your experience using computer software and office applications, including Microsoft Office (Word, Excel, Outlook).
3. Please identify any customer service, or records management systems you have used.
4. 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.
5. Describe an experience handling confidential or sensitive information. What steps did you take to ensure information was protected and processed appropriately?
6. 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.

Required Question

01 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.
02 Describe your experience using computer software and office applications, including Microsoft Office (Word, Excel, Outlook).
03 Please identify any customer service, or records management systems you have used.
04 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.
05 Describe an experience handling confidential or sensitive information. What steps did you take to ensure information was protected and processed appropriately?
06 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.