Customer Service Representative/Office Specialist

City of Montclair•Montclair, CA

6d•Onsite

About The Position

Under general supervision, answers multiline telephone system; directs visitors; performs varied clerical, record-keeping, and copying duties; assists other front-desk employees; utilizes the recreation management and financial software, processes payments, performs data entry; types reports; collects and tracks forms; and does related work as required. Essential Job Duties include answering a multiline telephone system, responding to inquiries and directing calls, assisting citizens at the front desk, taking fees and generating receipts, preparing file folders, checking and tabulating statistical information, copying and collating material, stocking office equipment supplies, making office machine repair service calls, performing data entry for various programs, developing data reports using Microsoft Office programs including Microsoft Excel. The role may also perform duplicating machine operation duties or carry out a variety of bookkeeping functions. Additionally, a Customer Service Representative/Office Specialist will be responsible for the recreation management and financial software, which includes enrolling participants in recreation programs, processing payments, generating receipts, receiving daily deposits, and assisting residents with troubleshooting online recreation management software.

Requirements

Operation of multiline telephone system, cash register, photocopier, computer, shredder, and various other office equipment
Simple filing methods and record-keeping methods
Financial and statistical clerical work and a basic understanding of bookkeeping
Proficiency in Microsoft Office programs
Understanding of general office methods and procedures
Operate various office and duplicating equipment
Use proper English
Understand oral and written instructions
Type accurately
Maintain high degree of accuracy and efficiency with minimum supervision
Operate multiline telephone system
Operate cash register
Deal tactfully and politely with public and coworkers
Make simple mathematical computations
Handle multiple tasks simultaneously in a calm and professional manner
Mobility to work in a standard office setting including use of standard office equipment, including a computer
Ability to operate a motor vehicle
Ability to visit various City sites
Vision to read printed materials and a computer screen
Hearing and speech to communicate in person and over the telephone
Ability to lift, carry, push, and pull materials and objects up to 50 pounds
Graduation from High School or G.E.D. required
Possession of a valid California driver's license and proof of insurability required

Nice To Haves

Experience with Microsoft Word and Excel
Bilingual in Spanish/English

Responsibilities

Answers multiline telephone system
Responds to inquiries and directs calls to appropriate locations
Takes messages and relays to proper parties
Assists citizens at front desk
Takes fees and generates receipts
Prepares file folders
Checks and tabulates statistical information
Copies and collates material and uses various office equipment
Ensures necessary supplies are stocked daily for duplicating machine and other office equipment
Makes office machine repair service calls
Performs data entry for various programs by transcribing sign-in sheets and enrollment records
Develops data reports using Microsoft office programs including Microsoft Excel
Operates duplicating machine
Carries out a variety of bookkeeping functions
Enrolls participants in recreation programs
Processes payments
Generates receipts
Receives daily deposits from various programs
Assists residents over the phone with troubleshooting online recreation management software