POSITION VACANCY NOTICE CITY OF KETCHIKAN

Transcription

1 POSITION VACANCY NOTICE CITY OF KETCHIKAN SPECIFICS TITLE: TEMPORARY CUSTOMER SERVICE REPRESENTATIVE I DEPARTMENT: Port & Harbors STATUS: Temporary Full-time GRADE / STEP: 338 / A HOURLY/SALARY: $15.35/Hour HOURS/DAYS: Friday Tuesday 8:00 AM 5:00 PM DUTIES: See attached job description UNION STATUS: YES SPECIAL REQUIREMENTS: Position will not exceed six (6) months; One (1) year customer service and routine bookkeeping experience desired. ADVERTISING REQUIREMENTS Open: JUNE 3, 2014 Close: JUNE 10, 5:00 pm APPLICATIONS MUST BE RECEIVED BY CLOSING DATE WHERE: Local Only Statewide Pacific NW National WHO: Major papers in specified area: Ketchikan Daily News Special agencies/associations: Local Schools; Job Service OTHER: City of Ketchikan Website APPLICANT PROCESSING INSTRUCTIONS FOR APPLICATION AND COMPLETE JOB DESCRIPTION CONTACT: THE CITY OF KETCHIKAN, 334 FRONT STREET, (907) OR ON-LINE AT CITY OF KETCHIKAN IS AN EQUAL OPPORTUNITY EMPLOYER

2 CITY OF KETCHIKAN CUSTOMER SERVICE REPRESENTATIVE I PORT & HARBORS Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under supervision, performs a variety of customer service, typing, filing, and other office functions for the Port & Harbors Department; provides information and assistance on department services to users, federal, state and local governments, as well as private individuals and groups. Ketchikan is a marine and boating oriented community and the responsive and economic provision of public marine facilities is essential to the continued recreational and economic health of the community. The Customer Service Representative I Port & Harbors provides a comprehensive source of information and assistance on City port or harbors activities and supports the director and other department staff in the efficient discharge of their duties and responsibilities. The Customer Service Representative I Port & Harbors must perform their duties in a manner that reflects positively on the City and the Port & Harbors Department. DISTINGUISHING CHARACTERISTICS This is the first level in the Customer Service Representative series providing general customer service support. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Customer Service Representative II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 1. Performs a variety of customer service and reception duties related to the Port & Harbors Department; provides information and assistance to facility users and other individuals and groups with regard to the department's fees and services, policies and procedures, rules, and regulations. 2. Performs routine cashiering tasks, including posting of daily receipts and balancing of cash drawers. 3. Performs a variety of clerical and office support tasks such as document sorting, processing, filing, retrieval, and copying; receives, sorts, and posts outgoing mail. 4. Registers new open moorage customers; sets up new open moorage accounts; collects fees and charges; issues receipts and permits. 5. Prepares, maintains, and audits the moorage waitlist; prepares letters and documents waitlist offers; prepares, sets up and ensures accuracy of new reserved moorage application including calculating the prorated balance due and calculating the prorated refund of unused open moorage permits.

3 6. Prepares, maintains, and audits reserved moorage inventory to ensure accurate billing and information. 7. Monitors and maintains radio contact with department staff, facility users, and other agencies in both routine and emergency situations; dispatches personnel as required. 8. Prepares, maintains, and audits the lists and documentation of authorized companies, vehicles, boats, and employees who use the Port during the cruise ship season in compliance with Homeland Security regulations. 9. Issues permits and collects payments from port users. 10. Assists the Director in researching, preparing, and revising changes to the municipal code. 11. Operates a computer terminal to enter payments and new account information, changes to existing accounts, and related information. 12. Participates in the preparation and maintenance of a variety of files, logs, records, and reports. 13. Purchases and maintains office supplies inventory. 14. Performs related duties as required. QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Basic customer service techniques, practices, and principles. Basic cashiering techniques. Basic bookkeeping and clerical accounting principles, practices, and terminology. Basic methods, procedures, practices, and terminology used in billing and financial record keeping work. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Basic principles of business letter writing and report preparation. Methods and techniques used in customer service and public relations. Receptionist and telephone techniques. Basic mathematical principles. English usage, spelling, grammar, and punctuation. Ability to: Perform responsible bookkeeping, clerical accounting, and customer service duties. Learn to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Learn to understand, interpret and apply general and specific administrative and departmental policies and procedures. Exercise tact and judgment in responding to inquiries and resolving complaints and problems. Make mathematical computations rapidly and accurately. Find and reconcile discrepancies in balancing accounts. Implement and maintain standard filing systems. Maintain records and reports.

4 Operate and use modern office equipment including a computer and various software packages. Operate 10-key calculator by touch. Type and enter data at a speed necessary for successful job performance. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Classify, compute and tabulate data. Perform mathematical calculations including percentages, fractions, and decimals. Interpret descriptive statistical reports. Exercise judgment and situational reasoning ability Use functional reasoning and apply rational judgment in performing diversified work activities. Operate a variety of office equipment such as computer terminal, typewriter, telephone, fax machine, calculator/adding machine and photocopier. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Equivalent to the completion of the twelfth grade. Experience: One year customer service and routine bookkeeping experience. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver s license. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein 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 job functions. Environment: Work is performed primarily in a standard office setting; extensive public contact. Frequent contact with city customers, the general public, other governmental agencies, other employees in City and KPU departments. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. Grade: 3-38 Job Position Code: Union: Yes/GGU FLSA: Non-Exempt Date Approved: August 16, 1996 Date Amended: August 19, 1996

5 Date Amended: June, 2007 (Johnson & Associates) Human Resources Manager Approval City Manager Approval