Community Services Assistant (Community Services Agency)

Position Summary

This position is funded by a grant for a duration of time as defined by the grantor.

Works under the general supervision of the Operations Manager B to perform front desk reception and administrative duties; including greeting guests, answering phones, handling agency inquiries, providing local referral information as well as program information; and sorting and distributing mail. Works, in conjunction with leadership, to promote a culture of excellence for both internal and external customers.

Pay Grade: 42

Salary Commensurate with Experience and Education

Minimum Qualifications

• Two (2) years of experience in appropriate clerical, bookkeeping, data processing or
• statistical work; OR
• High school diploma or possess a GED; OR
• One (1) year of appropriate clerical, bookkeeping, data processing, or statistical work; AND
• One (1) year of college study (30 semester hours or 36 quarters) from an accredited
• college or university.
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities

• Answers incoming calls, in an upbeat and professional manner with an understanding and ability to work with low-income, vulnerable populations; forwarding calls to the appropriate personnel; keeping messages; or addressing needs in person in real time.
• Greets and welcomes visitors, in an upbeat and professional manner, determines nature of business, and announces visitors to appropriate personnel.
• Answers inquiries regarding Shelby County Government, the Agency, and various services provided in addition to other alternative local agency resources.
• Keeps the front desk tidy and presentable with all necessary materials and supplies.
• Receives incoming mail and distribute; prepares outgoing mail by utilizing postage meter machine or organizing for pick-up by Shelby County mail department.
• Performs basic clerical receptionist duties such as typing, filing, photocopying, and faxing.
• Assists the department as needed with application assistance; documentation inquiries; county inboxes; call center inquiries; and other program needs based on volume.
• Monitors visitor access and maintain sign-in log.
• May facilitate vulnerable household appointments in order to assist customers in applying for services.
• Maintains conference room schedule.
• Maintains neatness and order of waiting area.
• Performs other related duties as assigned or directed.

KSAs

• Knowledge of modern office practices, procedures and equipment; skilled at operating office equipment.
• Ability to become proficient in Microsoft Word and Excel. Familiarity with computerized databases for social service assistance.
• Ability to deescalate situations; engaging with compassion and empathy to vulnerable households.
• Knowledge of business English and Math.
• Ability to communicate with staff and the public with courtesy and tact.
• Ability to plan, organize and maintain an even flow of work.
• Ability to express ideas clearly, concisely and effectively, verbally and in writing.
• Ability to resolve problem situations.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.

Shelby County Resident Disclaimer

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include appointed positions with the Sheriff’s Office, Division of Corrections, or the Fire Department.