Public Service Representative, County Administration

Position Objective
To provide quality customer service and office support by evaluating and responding to inquiries and concerns from the general public and employees, answering telephones, greeting the public, and performing a variety of clerical, administrative and technical tasks. This position is responsible for the central switchboard and main receptionist area and assisting departments with a broad range of duties.

Essential Duties and Responsibilities
These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.

1. Answers incoming calls on Microsoft Teams phone system and directs inquiries appropriately to provide prompt and responsive customer service.
2. Responds to questions, inquiries, and requests from the general public, employees and officials by assessing needs and directing to the appropriate source to ensure positive outcomes for information requests.
3. Provides a variety of support services such as: scanning and indexing documents, proofreading, mailings, special projects, assembling packets, labeling, data entry, and alphabetizing files and documents to facilitate efficient and professional departmental operations.
4. Enters and retrieves statistical, departmental, budgetary, and policy data and audits for accuracy.
5. Scans, proofs, and indexes documents, processes file conversions, and maintains various electronic and physical filing systems ensuring that information is accurate, readily available and easily accessed.
6. Assists with processing property tax payments and recording of legal documentation.
7. Prepares memos, agendas, statistical data, reports, minutes, flyers, newsletters, e-mails, and other written and visual materials.
8. Assists with posting to social media sites, maintaining internal and external websites, broadcasting, webcasting, and video recordings ensuring information is available and accessible.
9. Assists staff and committees with event and display setup and picking up and delivering certificates, supplies, and mail.
10. Opens and distributes incoming and outgoing mail, faxes, and other materials.
11. Assists with research and maintains reference materials.
12. Maintains and stays current with knowledge of community resources and agencies in order to appropriately direct inquiries from the general public.
13. Coordinates meeting room reservation system to facilitate efficient use of meeting space.
14. Assists with security by monitoring the public entrance to provide a safe and secure work environment.
15. Maintains and updates the directory of County and community services to provide a resource for service inquiries.
16. Attends training and meetings to maintain knowledge of policy, software and process changes.
17. Attends work regularly and in a timely manner.
18. Performs other duties as assigned or apparent.

Minimum Qualifications
In order to be considered for this position, applicants must possess the following:

• High School graduate or equivalent
• Four years of progressively related experience
• Experience using Microsoft Office Suite
• Valid Minnesota Driver's License or ability to obtain within 30 days of employment
• Reliable means of transportation and be able to travel to multiple locations around Stearns County, some of which may not be accessible by public transportation

Preferred Experience Beyond Minimum Qualifications:

• Receptionist experience
• Scanning documents into an imaging system
• Data entry experience
• Maintaining and updating websites

Desirable Knowledge, Skills and Abilities
1. Knowledge of standard office practices, procedures and technology.
2. Knowledge of customer service principles and practices.
3. Knowledge of English grammar, punctuation, and vocabulary.
4. Skilled in the use of Microsoft Teams phone system.
5. Ability to quickly learn and adapt to new software systems and technologies.
6. Ability to respond to public inquiries in a professional, courteous, and helpful manner.
7. Ability to organize and prioritize work in a timely manner.
8. Ability to exhibit sound judgment in decision-making.
9. Ability to effectively communicate verbally and in writing.