Public Service Specialist- Public Works (0626)

Coconino County•Flagstaff, AZ

8d•Onsite

About The Position

Under supervision, performs work of moderate difficulty in assigned field; performs related work as assigned. This role serves as the first point of contact for the department, greeting and assisting residents, contractors, vendors, and visitors. Responsibilities include directing visitors, responding to inquiries, managing service requests, providing information, maintaining reservations, handling mail, managing office supplies, and performing various administrative and clerical tasks. The position requires the ability to sit, walk, stand, crouch, stoop, kneel, reach, bend, and crawl for filing, as well as working with others, dealing with interruptions, and performing repetitive motion for computer work and filing. Vision acuity, hearing, speech, finger dexterity, and touch are essential for computer work, reading documents, and typing.

Requirements

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.
Considerable knowledge of Business English, spelling and arithmetic, punctuation and grammar.
Considerable knowledge of Office practices and procedures.
Skill in use of computer systems, Microsoft Suite, and other office machines.
Skill in report preparation.
Ability to compose correspondence dealing with technical and complex matters.
Ability to exercise sound independent judgment on a variety of problems in accordance with established departmental policies and procedures.
Ability to prioritize, plan and carry out assignments.
Ability to work safely and support the culture of workplace safety.
Ability to establish and maintain effective working relationships with employees, other agencies and the public.
Ability to follow written and verbal instructions.
Ability to communicate effectively verbally and in writing.
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.

Nice To Haves

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.
Professional, customer-focused individual with strong communication, organizational, and multitasking skills.
Dependable, detail-oriented, and able to provide excellent service to residents, contractors, vendors, and staff while managing a variety of administrative and clerical responsibilities.
Works well as part of a team but can perform independently with minimal supervision.
Communicates clearly.
Handles confidential information with discretion.
Eager to learn new systems, processes, and technologies.
Sets a positive example through reliability, professionalism, adaptability, and a strong commitment to public service.

Responsibilities

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.
Coordinate 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.
Receive, sort, file, and retrieve forms, correspondence, and documents.
Update, review, complete records, forms, and documents.
Maintain filing systems.
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.
Perform other duties as assigned.