District Clerks Office - Customer Relations Specialist

County of El Paso•Tx 79901, TX

1d•Hybrid

About The 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. The role involves performing administrative and clerical tasks, data entry, processing billings, receiving and balancing payments, processing mail, establishing and maintaining files, serving as the initial point of contact for inquiries and complaints, researching information, making referrals, ensuring compliance with regulations, handling large amounts of money, providing customer information, maintaining confidentiality, reporting equipment needs, training on processes, and ensuring workstations are stocked. Depending on the assignment, duties may include notarizing and certifying documents, providing information to the media and public, performing criminal searches, assisting with vehicle registration procedures, processing various registration applications, operating the Registration and Title System (RTS), attending training, verifying and processing e-files, opening cases, performing arrest/warrant searches, issuing agent numbers, filing subpoenas, serving as a liaison, scheduling and indexing records, applying fees, managing files and dockets, placing restrictions on inmate accounts, providing inmate account balances, releasing funds, and dealing with foreign currency. Travel to satellite branches and working more than 40 hours a week, including evenings and weekends, may be required.

Requirements

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.
In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.
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.
Ability to learn the organization, procedures and operating details of the County department to which assigned.
Attention to detail and established deadlines.
Ability to perform routine calculations to count currency, make change, and prepare daily cash reports.
Ability to perform word processing and data entry.
Ability to perform routine clerical work including maintenance of appropriate records and preparations of general reports.
Ability to verify and cross check files and data.
Ability to maintain confidential records and reports.
Ability to be tactful and diplomatic in dealing with the public, members and government officials.
Ability to operate a personal computer and various software applications.
Ability to conduct mathematical calculations.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain cooperative and effective relationships with those contacted during the course of work.
Pass a background investigation.
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.

Nice To Haves

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.
May require bilingual in Spanish.
Typing speed of 45 words per minute.

Responsibilities

Performs administrative and clerical tasks.
Performs data entry.
May process billings.
May receive payments; balances receipts with cash, credit cards, etc.
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.
Researches information.
Makes 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.
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.
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 work place 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.