DISTRICT CLERK'S OFFICE - CUSTOMER RELATIONS SPECIALIST, INTERMEDIATE

Customer Relations Specialist, Intermediate

The Customer Relations Specialist, Intermediate, under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from Customer Relations Specialist by greater work complexity and broader work activities.

Minimum Qualifications

Acceptable Experience and Education High school diploma or equivalent and three (3) years of office/customer service experience, with two (2) years cashier experience; Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Certificates, Licenses, and other Requirements May require Deputy Clerk deputizing; may require AOP certification. May require or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso. In order to access the County's network and systems, a personal mobile smart device is required by the hire start date.

Typical Duties

Essential Duties Performs administrative and clerical tasks, performs data entry; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail; Establishes and maintains files and records; May serve as the initial point of phone, email, or personal contact for participants, outside agencies, other County departments and the general public concerning inquiries or complaints about a specific program and/or its services; researches information; make appropriate referrals for assistance; Gathers, organizes, and summarizes information for special projects; assists with preparing various routine and complex reports, tables, graphs and statistical summaries; Receives appropriate fees; ensures that all information on check(s) is in compliance with check acceptance policy; records all pertinent information in order to cross reference transaction with valid identification and receipts; Evaluates and ensures proper documentation; Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out; Provides information to customers on all phases of service provided; Maintains confidentiality; Reports any equipment maintenance needs for appropriate action; and Schedules document/record archive and disposal (Depending on area of assignment): Notarizes documents; May process billings; Performs calendaring activities; plans, schedules and coordinates special events; Orders and maintains supplies; keeps inventories; Provides informational material to news media and general public; Makes travel arrangements; prepares itineraries; prepares and submits travel items for approval; processes and submits travel vouchers with corresponding receipt documentation for payment; Arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes; Processes and reviews purchase orders and invoices; authorizes payments up to specific limits; monitors spending and budget balances, encumbrances, transfers and appropriations; Processes voter registrations; processes ballot requests; performs research on voters as required; Provides routine information and assistance pertaining to vehicle titles and registration procedures, laws, rules and/or registrations; refers customers to appropriate source for complex problems or questions; Researches and analyzes manuals, regulations and laws to ensure compliance with established procedures and resolves problems pertaining to vehicle titles and registration; Examines, processes and/or rejects applications related to registration, such as: Renewals, temporary permits, placards, plate/sticker replacements, Internet renewals, registration exchanges, machinery plates, etc. In addition, duplicate receipts, motor vehicle inquiries, non title trailers and process mail-in requests; to ensure compliance with departmental regulations and state registration laws; Examines, processes and/or rejects applications for Title transfers, involving: Texas titles, OOS titles, Salvage, corrected title requests, Title only, Registration Purposes Only (RPO), Military, web Dealer, Special Plates, Rights of Survivorship, Dealer applications, etc. to ensure compliance with departmental regulations and state titling laws; Ensures proper identification, proof of financial liability and when applicable, a Vehicle Identification Report (VIR) are presented at time of vehicle registration(s) and/or title transfer(s)as well as verifying each transaction through the ARC system for delinquent fines; Processes registrations; trains on processes; Operates Registration and Title System (RTS) terminal from the State Motor Vehicle Department database to retrieve information and process motor vehicle related applications; Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector and/or Texas Department of Motor Vehicles regarding changes in the rules, laws, regulations and procedures; May be required to provide training pertaining to vehicle titles and registration rules, laws, regulations and procedures; Releases closed confidential records and verified proper identification in accordance with Texas Department of Health and Human Services (DSHS) laws and regulations for Vital Statistics; Serves as liaison between the office and internal and external entities; Schedules requests records requested by the public and ensures supporting documentation; Indexes documents recorded by the department; Ensures compliance with state, internal and external agencies' laws and regulations; Applies regulated fees; Ensures information is correct on application and processes the application for customers; Verifies and processes e-file with fees under time restrictions; opens cases and prints copies of documents needed for the specific service providing; Performs searches for arrests or warrants Issues agent numbers are issued in accordance with state regulations; Files subpoenas; Serves as liaison between the office and internal and external entities; Schedules requests records requested by the public and ensures supporting documentation; Indexes documents recorded by the department; Ensures compliance with state, internal and external agencies' laws and regulations; Applies regulated fees; Requests, transfers, and checks out/in files and delivers to courts as required; Conducts inventory of supplies and files; Clears and releases dockets as directed; Places restrictions on inmate accounts; Provides inmates with balances on accounts; Releases funds as appropriate; Deals with foreign currency; May be required to travel to satellite branches when assigned or at times, on very short notification; and May be required to work more than 40 hours a week, including after normal business hours, weekends, and/or holidays Other Important Duties* Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills; Performs such other related duties as may be assigned; Additional duties for re-development purposes; Maintains a safe and healthy work place environment; May be required to travel to satellite branches when assigned or at times, on very short notification; and As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

Job Summary

Summary of Position The Customer Relations Specialist, Intermediate, under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department. This designation is distinguished from Customer Relations Specialist by greater work complexity and broader work activities.

Additional Information

Minimum Requirements: Knowledge, Skills, and Abilities Knowledge of: Principles and practices of modern office administration; cashiering and bookkeeping practices, policies, and procedures, including financial record keeping; customer service/public relations practice and procedures; English usage, office methods, adding machines; computer; procedures and equipment including filing systems. Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform routine calculations to count currency, make change, and prepare daily cash reports; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; complete projects on time; operate a personal computer and various software applications; conduct mathematical calculations, prepare clear and concise reports, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation. Depending on area of assignment: may require bilingual in Spanish; and typing speed of 45 words per minute Each and every county position requires the following professional skills and abilities as key and necessary elements of performance: Demonstrate regular and reliable attendance; Work well with others and participate fully in a team-oriented environment; Interface with other employees and customers in a courteous and respectful manner; Maintain strict confidentiality; Project positive support of their department and all county organizations at all times; and, Maintain and enhance the County's commitment to customer service excellence Organizational Relationships Reports to: Senior type role position Directs: This is a non-supervisory position. Other: Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public.