Customer Service Staff Support

County of Chester•313 W Market Street - West Chester, PA

9d•Onsite

About The Position

The SSS IV provides intermediate administrative support and clerical duties within their respective department. This person must have strong organization, computer and typing skills. Essential Duties Following is a composite of essential duties, tasks and accountabilities; however, there are additional duties specific to each department. Attached to this job description is a breakdown of specific duties and tasks, by Department. Essential Duties, Tasks and Accountabilities: Essential duties, tasks and accountabilities will vary by department and may include the following: Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet visitors). Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading). Clerical duties (fax, copy, print, etc.). Maintain databases, logs and spreadsheets. Sort and distribute incoming mail. Maintain and order supplies. Filing and indexing (locate and pull files, re-file, update and maintain records). Perform special projects as assigned (e.g., research, training, run errands, etc.). Perform other duties, tasks, and office functions, as required (e.g., attend meetings, facilitate meetings, etc.). Assessment Essential Duties, Tasks and Accountabilities Handle incoming phone calls and walk-ins at the public counter. Assist customers in using the assessment applications on the public computers. Provide information and produce copies of assessment data. Change ownership and sales data in the Integrated Assessment System (IAS). (This requires an intuitive thought process and the ability to flag invalid sales.) Research information such as deeds, addresses, assessment change notices and prior transfers to resolve certain situations. Responsible for the quality assurance and quality control of data entered into IAS and other clerical procedures performed by support staff. Assist in the entry process of the IAS data clean-up. Mail transfer tickets to the 73 municipalities and school districts for ownership changes and new parcel information. Assist in processing annual appeal application forms received at public counter and via U.S. mail. Assist in processing Homestead application forms received at public counter and via U.S. mail as well as scanning applications into system. File assessment change notices, transfers, maps, cards, etc. Process extension letters and data information for property owners and the general public. Use multiple databases including IAS (assessment), White Card (historical ownership), Eagleweb (Recorder of Deeds), Landisc (property images), Chescoviews (aerial photos/maps) and PeopleSoft (tax claim). As needed, assist Tax Claim with incoming phone calls and cyclical tax sale preparation activities. This is a highly visible position requiring strong professionalism. Must be able to remain courteous and maintain composure under stressful situations. Ability to deal with all types of personalities. May need to deal with cash and checks. Ability to work extended hours, as required. This position requires confidentiality.

Requirements

High School Diploma or General Education Degree (GED).
Minimum of one year of general office experience.
Intermediate skills in using a personal computer and various software packages.
Excellent verbal and written communication skills.
Strong typing skills (minimum of 50 wpm).
Ability to use office machines (fax, copier, calculator, etc.).
Strong interpersonal skills.
Strong grammar and spelling skills.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to work as part of a team.
Flexibility.
Ability to interface effectively with all levels of county management.
Intermediate Microsoft Office skills
Intermediate Word skills
Intermediate Excel skills
Intermediate Access skills
Intermediate PowerPoint skills
Intermediate Outlook skills (Email and Calendar)
Intermediate Internet skills (for research purposes)
PeopleSoft Financial and/or HR skills or the ability to learn PeopleSoft.

Nice To Haves

Associate degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience.
Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
Customer service experience.
Ability to establish priorities and carry tasks to completion.
Strong ability to handle and resolve recurring problems.
Ability to multi-task.
Accurate and detail oriented.
Ability to follow office protocol.
Strong knowledge of county policies and procedures.
Ability to use common sense understanding to carry out written or verbal instructions.

Responsibilities

Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet visitors).
Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
Clerical duties (fax, copy, print, etc.).
Maintain databases, logs and spreadsheets.
Sort and distribute incoming mail.
Maintain and order supplies.
Filing and indexing (locate and pull files, re-file, update and maintain records).
Perform special projects as assigned (e.g., research, training, run errands, etc.).
Perform other duties, tasks, and office functions, as required (e.g., attend meetings, facilitate meetings, etc.).
Handle incoming phone calls and walk-ins at the public counter.
Assist customers in using the assessment applications on the public computers.
Provide information and produce copies of assessment data.
Change ownership and sales data in the Integrated Assessment System (IAS).
Research information such as deeds, addresses, assessment change notices and prior transfers to resolve certain situations.
Responsible for the quality assurance and quality control of data entered into IAS and other clerical procedures performed by support staff.
Assist in the entry process of the IAS data clean-up.
Mail transfer tickets to the 73 municipalities and school districts for ownership changes and new parcel information.
Assist in processing annual appeal application forms received at public counter and via U.S. mail.
Assist in processing Homestead application forms received at public counter and via U.S. mail as well as scanning applications into system.
File assessment change notices, transfers, maps, cards, etc.
Process extension letters and data information for property owners and the general public.
Use multiple databases including IAS (assessment), White Card (historical ownership), Eagleweb (Recorder of Deeds), Landisc (property images), Chescoviews (aerial photos/maps) and PeopleSoft (tax claim).
As needed, assist Tax Claim with incoming phone calls and cyclical tax sale preparation activities.
Remain courteous and maintain composure under stressful situations.
Deal with all types of personalities.
Deal with cash and checks.
Work extended hours, as required.
Maintain confidentiality.