DPW Customer Service Representative

City of Pontiac•Pontiac, MI

4d•Onsite

About The Position

An incumbent in this position is responsible for support and basic accounting functions in the Department of Public Works. This role involves processing customer payments, answering inquiries, preparing reports, and managing administrative and communication tasks within a typical business office environment.

Requirements

High school diploma.
Four years of clerical support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information as an essential part of the work.
Two years’ experience working with general public.
Familiarity with legislative, administrative, and judicial systems.
Familiarity with the organizational structure and operations of the City.
Basic knowledge of standard accounting practices.
Familiarity with BS&A Software.
Ability to understand, speak, and write in the English language.
Ability to read and interpret documents and write routine reports and correspondence.
Ability to speak effectively before a group of persons.
Ability to deal with customers who may become verbally combative in a telephone or personal situation.
Ability to perform multiple tasks accurately and efficiently under time constraints.
Ability to work both independently and cooperatively.
Ability to exercise professional judgment and maintain confidentiality when necessary.
Ability to apply the overall mission of a department to make executive support decisions.
Ability to review several diverse reference sources and select and synthesize data for reports and other forms of correspondence.
Ability to apply instructions and guidelines in the disposition of problems.
Ability to follow complex instructions.
Ability to type to meet standards in giving out information and referring callers.
Ability to use diplomacy, discretion, and judgment in giving out information and referring callers.
Ability to make decisions and take necessary actions.
Ability to maintain composure during stressful situations.
Ability to efficiently handle multiple tasks requiring a high degree of attention to detail.
Computer skills that encompass effective use of word processing, spreadsheet, email, and Internet browser software.

Nice To Haves

Some knowledge of employee policies and procedures.

Responsibilities

Processing customer payments.
Answering customer inquiries.
Prepare and maintain a variety of statistical, bookkeeping, or relatively complex reports.
Gather information, record and summarize data, and inform supervisor of any unusual findings.
Assist in the preparation of special records and reports.
Organize, file and record information.
Receiving and screening incoming calls and visitors, determining which priority matters are, and alerting the Director accordingly.
Composing letters and memoranda in response to incoming mail or calls.
Researching, compiling, assimilating, and preparing documents.
Reading and screening incoming correspondence and reports, making preliminary assessment of the importance of materials, and organizing documents, handling some matters personally, and forwarding appropriate materials to other personnel.
Preparing agendas and collecting materials for meetings, and conferences.
Organize, file and record documents / items as assigned.
Process invoices for payment.
Create and maintain accounts payable and accounts receivable files for DPW.
Process budget transfers.
Manage constituent inquiries and casework.
Monitor DPW budget and inform Director of any concerns.