Customer Service Specialist - City of Waukesha, WI : Job Details

Salary : $45,527.00 - $53,494.00 AnnuallyLocation : City of Waukesha -PARK-REC & Forestry - 1900 Aviation Drive Waukesha, WIJob Type: Full TimeJob Number: 24-00616Department: Parks, Recreation and ForestryDivision: AdministrationOpening Date: 08/30/2024Closing Date: 10/28/2024 12:00 AM CentralThis position performs receptionist and administrative duties for the Department Director, supervisors, and managers, and provides customer service to visitors and patrons of the Department.Schedule: Monday - Friday, 8:00am - 4:30pm; occasional nights & weekends based on departmental and business needsSalary range: $45,527-$53,494Initial interviews: TBD for those selected to move forward in the processTentative start date: TBDExplore the City's benefits here: Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.1. Performs receptionist duties; answers telephones and provides information or routes calls; greets visitors in person and responds to inquiries or directs to appropriate individual; responds as appropriate to email inquiries.2. Provides effective and courteous customer service both over the phone and in-person; gives information regarding programs, classes, events, and rentals; when assigned to the SRC, shows rental rooms within SRC3. Processes incoming and outgoing mail.4. Processes refunds, credits and payment plans; posts payments and refunds to accounts; maintains accurate records.5. Balances cash drawer on a daily basis.6. Initiates routine correspondence, forms and reports in accordance with established Department procedures.7. Provides general administrative support and feedback to supervisors and managers.8. Provides support for all sports programs; creates rosters; communicates with coaches and managers; orders T-shirts; updates and maintains teamsideline website; creates online schedules and tournament brackets enters updates on rainouts, scores, standings, etc.9. Provides support for the Before/Afterschool Program Manager, school staff and parents as needed; maintains and updates student files.10. Maintains files of correspondence, forms, records, reports, manuals, confidential information and other materials in accordance with established Department procedures.11. Assists in developing administrative policies and procedures.12. Assists with Recording and maintaining PRF Board minutes and historical records.13. Assists with updating and maintaining Department website and social media.14. Attends meetings and training sessions as required.15. Provides assistance with Department financial record keeping.16. May assist with processing accounts payables and seasonal payroll.17. Creates and maintains databases (recreation and asset management software).18. Develops software tutorials and provides technical support to staff.19. Maintains office equipment; schedules repairs and maintenance as needed; troubleshoots operating issues; orders supplies.20. Creates marketing materials, databases and documents and assists with Seasonal Activity Guide.21. Conducts editorial proof reading for Department.22. Issues work permits for minors.23. Enters and submits course records through American Red Cross.24. Opens and closes office; assists custodial staff in ensuring general safety, cleanliness and appearance of buildings; performs custodial services when necessary.25. Assists with room setup for classes and programs; assists with storage and location of equipment in the building.26. Ensures safety of patrons by observing safety practices and enforcing established safety procedures, responding to emergencies and documenting accidents.27. Provides effective and efficient customer services and promotes and maintains responsive community relations.Requirements of WorkGraduation from high school plus at least 1 year of technical training at a technical or business school, supplemented by at least 1 year of clerical or administrative experience in an office setting; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:Knowledge of

• Operating systems at SRC (fire, alarm, heating/cooling and lighting).
• The use and operation of standard office equipment, including computers and relevant software programs.
• Business English (grammar, tone, spelling and punctuation).
• General office practices and procedures.

Ability to

• Understand, follow and carry out instructions.
• Establish and maintain effective working relationships with supervisors, coworkers, residents and the general public.
• Work independently, multi-task, prioritize workload and meet established deadlines.
• Deal tactfully and courteously with the public
• Maintain confidential information.
• Maintains records and filing systems.

Skill in

• Oral and written communications.
• Organization and attention to detail.
• Public relations.

Necessary Special Requirements

• CPR/AED and First Aid Certified;
• Ability to pass criminal and financial background checks; bondable.

Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.
• While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to climb or balance; bend, stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.

The City of Waukesha is an Equal Opportunity EmployerIt is not typical for someone to be hired at or near the top of the salary range. The specific compensation offered to a candidate is reviewed and based off a variety of factors including skills, qualifications, experience, certifications, and internal equity.Internal City applicants: please review HR Policy F2 Salary Plan and Administration regarding promotions/transfers.

• Insurance
  • Health
  • Dental
  • Life
  • Vision
• Pension
• Flexible Benefit Plan
• AFLAC
• Short Term Disability
• Long Term Disability
• Deferred Compensation - 457(b) Plan
• Public Service Loan Forgiveness (PSLF) - City of Waukesha employees may be eligible for loan forgiveness under the Public Service Loan Forgiveness program

01 Have you received a high school diploma or equivalent?

• Yes
• No

02 Do you have at least 1 year of technical training at a technical or business school?

• Yes
• No

03 Do you have at least 1 year of clerical or administrative experience in an office setting?

• Yes
• No

Required Question