Exam #016973-16
ONLY ONLINE APPLICATIONS WILL BE ACCEPTED
DEFINITION
To perform difficult and complex technical public contact and record keeping work related to billings, taxes, fees, and services; processes transactions and independently resolves problems related to complaints and inquiries according to established City standards and procedures.
DISTINGUISHING CHARACTERTISTICS
This is the advanced-journey level class in the Customer Service series. The Customer Service Specialist class works under minimal supervision, and is considered the technical expert of the series having the knowledge and authority to handle issues beyond the first attempts of lower-level Customer Service staff. The Customer Service Specialist level may be assigned to lead lower-level Customer Service staff. This class is distinguished from the Customer Service Supervisor class in that the latter is the full supervisory class, responsible for a customer service unit, operation, or special program. This class is distinguished from the Customer Service Representative class in that the latter is the journey-level class in the series where incumbents work under immediate supervision.
SUPERVISION EXERCISED AND RECEIVED
General supervision is provided by a Customer Service Supervisor or higher-level management staff. The Customer Service Specialist may provide lead direction as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provide lead supervision of staff, and adjust work schedules and assignments as needed to ensure adequate coverage of telephone and public counter operations; assist supervisor in overseeing the completion of daily assignments and special projects.
- Represent the City and the department to the public, callers, and visitors in a professional and effective manner over the telephone and at a public counter; answer and respond to a high volume of phone calls; follow general customer service policy and procedure.
- Interact with customers to respond to complaints and inquiries; contact customers as needed regarding service accounts, fees, licenses, permits, and service level; assist staff in the resolution of complex and difficult customer service problems; transfer call, and/or direct callers to department/unit as requested.
- Calculate and collect payments for various City services, and ensure all requirements are met; initiate billing; collect opening, current, and closing payments and fees; perform collection efforts on delinquent accounts for City services; complete refund request; and calculate and process claims on bankrupt and deceased creditors; interface with department staff as needed.
- Research and retrieve information, and analyze accounts to reconcile errors and modify account transactions; review and interpret billing statements; authorize the removal of penalties and issuance of credits or refunds; and recommend extensions on delinquent accounts; correct service records and repair orders received from field crews.
- Make change and issue receipts; pro-rate accounts for established, changed or stopped service; prepare documents for recording and transmitting fees received; maintain daily balances; input debit applications and cancellation information to customer accounts.
- Perform a variety of general accounting duties, including accounts receivable, accounts payable and bank deposits; verify accuracy of checks, payment cards and bank deposits; locate, gather and compile information regarding payments received without payment cards to identify account to be credited; maintain petty cash, daily cash and daily revenue records; and submit daily records; and maintain files and records.
- Perform specialized work involving independent judgment, including database maintenance and customer information billing system activities, as required; update databases to reflect relevant legal information; research and compile information and data for statistical and financial reports/charts from oral direction, rough draft, forms, copy, or notes; maintain a variety of statistical records; and check and tabulate statistical data; perform notary services.
- Calculate required fees in accordance with established policies; calculate, issue and collect payments for various service accounts; ensure accuracy, and all other requirements are met; issue licenses and other business related citations.
- Prepare and enter a variety of detailed commands into a computer in order to set parameters for a variety of billing services and reports; produce account statements; prepare backup files for protection of a department database; and update official City maps and records as required.
- Utilize various systems to locate information, retrieve, research and review; determine the status of accounts and conditions; create or make adjustments to service requests; route work requests, follow-up and monitor posting of labor and materials billing; operate 2-way radio or other telecommunication device.
- Create or make adjustments on property/parcels; research and verify correct lot splits, lot mergers, and lot line adjustments; update accounts to provide accurate billing information; update systems and run reports of various computer systems; research and establish correct ownership, change ownership information and deed date; generate inspections; process service records and repair orders received from field crews.
- Confer with management staff regarding division and/or unit operations, procedures and regulations; provide responsible operational support to technical staff, unit supervisor, and lower-level staff; may assist higher level staff with development and revision of procedures; interpret City codes and ordinances, policies, procedures and regulations.
- Participate in the training of staff in various systems, procedures and operations; provide functional direction of lower-level personnel as assigned; participate in the evaluations of subordinate staff; attend meetings as directed.
- Perform notary duties.
- Provide exceptional customer service to those contacted in the course of work.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual.
QUALIFICATIONS:
EXPERIENCE AND EDUCATION
Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of progressively responsible journey-level experience performing customer service work responding to customer complaints and inquiries in a public service operation.
Education:
Equivalent to the completion of the twelfth grade.
Please Note: All applicants must submit a valid typing certificate at a speed of not less than 35 net words per minute to the City Employment Office by the time of appointment.
- Typing certificates may be submitted as an attachment to your online application, faxed to the Employment Office at (916) 808-8567, or mailed/delivered to the Employment Office at Historic City Hall, 915 I Street, Plaza Level, Sacramento, CA 95814, or e-mailed to employment@cityofsacramento.org .
- A valid typing certificate must indicate a minimum score of 35 net words per minute.
- A valid typing certificate must be less than (3) three years old.
- A valid typing certificate may be obtained from one of the agencies listed below:
- Sacramento Works/One Stop Career Centers : Call (916) 263-3800 for a list of locations that offer the typing test free of charge.
- Business schools/Colleges
- Adult/Skills and Business Education Centers
- City of Sacramento : For typing test information call (916) 808-5726. There is no fee for this typing test but you must register in advance. If you are successful in the typing test, you will be issued a typing certificate that is valid for 3 years from the date of issuance.
- Typing certificates issued by internet services and typing certificates issued for a typing test under five (5) minutes are NOT acceptable.
SPECIAL QUALIFICATIONS
Driver License:
Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.
PROBATIONARY PERIOD:
Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.
THE SELECTION PROCEDURE:
1. Application : (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application to the Employment Office by the final filing deadline ( 5:00 pm on Friday, May 6, 2016 );
- Employment applications must be submitted online; paper applications will not be accepted.
- Employment applications will be considered incomplete and will be disqualified:
- If applicants do not list current and past job-related experience in the “Work Experience” section. Note: Qualifying experience is based on 40 paid hours per week (pro-rated if less than 40 hours/week) .
- If “see resume” is noted in the “Work Experience” section; a resume will not substitute for the information required in the “Work Experience” section.
2. Typing Certificate: (Pass/Fail) – All applicants must submit a valid typing certificate to the City Employment Office by the time of appointment ;
- Typing certificates may be submitted as an attachment to your online application, faxed to the Employment Office at (916) 808-8567, or mailed/delivered to the Employment Office at Historic City Hall, 915 I Street, Plaza Level, Sacramento, CA 95814, or e-mailed to employment@cityofsacramento.org .
- A valid typing certificate must indicate a minimum score of 35 net words per minute.
- A valid typing certificate must be less than (3) three years old.
- A valid typing certificate may be obtained from one of the agencies listed below:
- Sacramento Works/One Stop Career Centers : Call (916) 263-3800 for a list of locations that offer the typing test free of charge.
- Business schools/Colleges
- Adult/Skills and Business Education Centers
- City of Sacramento : For typing test information call (916) 808-5726. There is no fee for this typing test but you must register in advance. If you are successful in the typing test, you will be issued a typing certificate that is valid for 3 years from the date of issuance.
- Typing certificates issued by internet services and typing certificates issued for a typing test under five (5) minutes are NOT acceptable.
3. Supplemental Questionnaire : (Pass/Fail) – All applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline.
- Response(s) to the supplemental questionnaire must be submitted online; paper questionnaires will not be accepted.
- Incomplete supplemental questionnaires will not pass the review process; omitted information cannot be considered or assumed.
- A resume will not substitute for the information required in the supplemental questionnaire
4. Written Test: (Weighted 100%) – Qualified candidates will be notified by email and/or mail of the written test date, time, and location approximately two weeks prior to the test. The written test will be job related and may include, but not limited to, the following areas:
Knowledge of:
- English usage, spelling, grammar and punctuation.
- Basic bookkeeping and record keeping methods.
- Mathematical procedures and calculations, including percentages, calculations, and pro-rations.
- Methods of researching and recording.
- City codes and ordinances, policies, procedures, and regulations of assigned division/department.
- Various rates and fees schedules.
- Assessing maps, as assigned including geographic information system (GIS), parcel, subdivision, etc.
- Methods and equipment used in processing payments.
- Modern office methods, practices, procedures for billing purposes.
- Computer operations, including computer software applications and other specialized business applications.
- Principals of supervision and training.
Skill in:
- Computer keyboard, typewriter and 10-key calculator.
- Working as part of a team.
- Phone skills and diplomacy.
- Computer and Internet searches.
Ability to:
- Exercise tact, judgment and patience in dealing with the public, staff and client departments.
- Utilize specialized computer business applications and systems for account and billing purposes.
- Analyze, read, and prepare schedules, maps, permits, reports, and statements regarding municipal operations.
- Analyze and prepare schedules, reports and statements regarding municipal operations.
- Interpret and apply City regulations and procedures as applicable to billing, fees and collections.
- Work independently with minimal supervision.
- Work any shift, including weekends and holidays is mandatory for some assignments.
- Perform specialized technical work involving independent judgment.
- Type at a speed of not less than 35 net words per minute.
- Perform mathematic calculations.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Perform concurrently multiple complex customer service related duties.
5. Conviction Questionnaire : Human Resources will notify candidates who passed the exam by email to complete and submit the “Conviction Questionnaire.” The notification will provide each candidate with instructions on how to sign into his/her Neogov account run through GovernmentJobs and retrieve the “Conviction Questionnaire.” Promptly follow the instructions and respond to the questionnaire within 48 hours from the date the e-mail is sent. Failure to complete this step by the deadline will result in your application being placed in “inactive” status on the eligible list.
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The City of Sacramento, Sacramento County, California, was founded in 1849, and is the oldest incorporated city in California. In 1920,…
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