What are the responsibilities and job description for the Part Time 311 Office Services position at The City of Elkhart?
CITY OF ELKHART – JOB DESCRIPTION
DEPARTMENT
Board of Works
POSITION
311 Office Services
DIVISION
Mayors Office
STATUS
Part-time
CATEGORY
Hourly, $20
FLSA
Non-Exempt
REPORTS TO
Department Head
DATE
January 2025
JOB SUMMARY
The overall purpose of this position is to assist in data entry for the 311 system, answering phones, sending and responding to emails, creating flyers, and engaging in community engagement for MyElkhart311. The position also provides information on all city programs, events, and departments.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Assist customers in person, by telephone, and by email
- Take incoming phone calls for 311 and Mayor/Chief of Staff as needed
- Creating spreadsheets, correspondence, and lists relative to 311 concerns and projects
- Data entry, tracking, and inventory of supplies
- Assist with posting informational documents to residents via 311
- Organize and manage office calendar
- Schedule meetings
PERSONAL WORK TRAITS
- Ability to convey information in writing and verbally
- Active listener
- Keep workspace neat
- Maintain organized files
- Ability to think on their feet and quickly resolve issues
- Ability to manage multiple responsibilities and meet deadlines
- Build positive relationships with colleagues, customers, and other stakeholders
OTHER DUTIES AND RESPONSIBILITIES
- Generate letters, forms, memos, correspondence, and other documents in standard business form
- Maintain a consistent, accurate, and organized file system
- Makes pick-up and delivery of materials for the office
- Sort and distribute incoming mail
- Order supplies as needed
EDUCATION AND EXPERIENCE
- Some college
- Experience in a small office setting
- Two-years’ experience in customer service preferred
- Valid driver’s license is required.
KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to deal courteously, effectively, and efficiently with general public concerns.
- Ability to work independently
- Ability to communicate effectively with other departments and the general public, both written and verbally.
- Solid knowledge of Microsoft Office.
- Experience in creating and maintaining spreadsheets
- Experience in creating documents with Microsoft programs
- Knowledge of standard office protocols and procedures.
PHYSICAL, MENTAL, AND VISUAL SKILLS
- Ability to perform tasks requiring clarity of vision, with or without correction.
- Logical reasoning and problem-solving skills.
- Mobility to navigate a three-story office building.
- Ability to lift items up to 20 pounds, as necessary for office operations.
WORKING CONDITIONS
- Work is performed in a standard office environment with the occasional need to travel to other facilities and events.
- Special projects during evening hours and weekends
POST OFFER TESTING REQUIREMENTS
- The City of Elkhart is a Drug-Free Workplace. Therefore, successfully passing a post-offer drug screen is required (random drug testing may be conducted after employment).
- Background checks producing acceptable BMV and criminal history reports are required.
POLICY STATEMENT
- The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
- This job description is intended to describe the general nature and level of work being performed by the incumbent. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and other duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.
- This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employee holding this position will be required to perform any other job-related duties as requested by the Mayor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.
Salary : $20
