JOB Position SummaryAs a member of the Jackson County Department of Transportation (JCDOT) administrative services team reporting to the Senior Human Resources Manager, provides administrative and customer service support. Serves as the first point of contact by answering the main phone line and assisting the public with inquiries and concerns, handles departmental mail and office supplies, and oversees the customer service database. Utilizes office equipment, schedules meetings, prepares various correspondence.Position DescriptionRESPONSIBILITIES:1. Answers and routes telephone calls, receives and directs visitors, and responds to general questions or concerns. Assists in identifying, researching, and obtaining information, data, and reports as it pertains to customer service requests.
2. Serves as the first point of contact for JCDOT’s customer service requests, internal and external to the department. Inputs requests for service into a database and forwards to appropriate JCDOT division. Responsible to maintain and manage the electronic database. Creates and updates necessary training materials and oversees training for required employees on the system.
3. Reviews incoming correspondence via physical mail or main JCDOT email, determines proper destination, and routes appropriately. Signs for all certified mail that is directed to our main office and places postage on all outgoing U.S. Mail for JCDOT team members. May draft and send responses to inquiries via email or through the department social media accounts, as approved by the Senior Human Resources Manager.
4. Composes letters, forms, training materials, presentations, spreadsheets, templates, and other documents for JCDOT independently, or with general verbal direction, from the Senior Human Resources Manager and the JCDOT leadership team.
5. Responsible to maintain and send out the phone list for the department when employee status changes result.
6. Oversees the department paper and office supply needs. Maintains the stocked inventory and places orders to replenish needed items.
7. Process payments from citizens for various needs in relation to the road department and submits receipts of payment. May prepare with the receipting of cash/checks and makes deposits with the County Treasurer.
8. Schedules and arranges meetings and meeting spaces, communicates with participants, prepares agendas, mailing lists, and meeting notices, and may prepare public notices as requested by JCDOT leadership. May serve as secretary for meetings, taking notes or minutes, some of which may be sensitive and confidential. Assists with the planning and coordination of special events for the department, including holiday parties, safety day, and so forth.
9. Establishes and maintains office filing systems, including the filing and scanning of personnel records, making employee files, and maintaining cross-index reference files. Periodically purges file materials in accordance with the record destruction schedule and general verbal direction from the Senior Human Resources Manager.
10. Responsible for coordinating the unlock-lock times for the main JCDOT entrance for holidays, after-hour meetings, and events with the County Facilities department.
11. Assists the administrative services team with special projects such as payroll, accounts payables, accounts receivable, and communications. Serves as a back-up when needed or assigned by the Senior Human Resources Manager.
12. Works with the JCDOT leadership team and other departmental employees to collect documents and assists with preparing the monthly presentation and report for the Board of Commissioner committee meetings.
13. Maintains the JCDOT leadership team calendars. Makes conference, travel, and lodging arrangements and processes reimbursement requests for the JCDOT leadership team.
QUALIFICATIONS:Education: High school diploma with vocational or trade school or some college, business school, or other specialized training less than an associate’s degree in data/word processing, accounting, secretarial science, office management, or related area required. Associate’s degree is preferred.
Experience: Two to three years of experience in a clerical/secretarial capacity with experience and training in word processing, computer software and customer service. Prefer experience in a receptionist related setting. Ability to type 50 wpm. At the discretion of the Managing Director, an equivalent combination of education and experience may be considered.
Other Requirements: Possession of a valid Michigan Driver’s license. Willing to obtain certification in CPR and notary of public license within 6 months of hire. Willing to be trained in the use of the Automated External Defibrillator.
Relevant Skills/Specialized Equipment Knowledge:
- Basic office equipment such as telephone, calculator, photocopier, Fax, etc.
- Operation of postage machine.
- Computer programs including word processing, spreadsheets, database entry and maintenance, financial applications and desktop publishing.
- Ability to maintain confidentiality and perform all duties in a professional demeanor.
- Strong written, verbal, and interpersonal communication skills and act as an effective liaison between the department and public/outside stakeholders in a positive, professional, and courteous manner.
- Ability to use sound judgment and discretion.
- Ability to problem solve effectively, efficiently manage time, and thrive in a time sensitive and highly demanding work environment.
- Ability to troubleshoot computer problems, copier problems, and audio/visual problems.
