Office Assistant I

Position Information Working Title of Vacant Position Office Assistant I Job Type Part Time Posting Type Public Number of Vacancies 1 Department PARKS, REC, & TOURISM Division PR&T WHE/WRK ORDER Requisition Number 2024081 Number of hours worked per week 25 hours per week Work Schedule Monday – Friday, 8am – 1pm – may occasionally include hours between 1pm – 5pm Work Site Location 2130 S.
Military HWY Position Driving Requirement N - Never Pay Grade 105 Pay Basis Weekly Advertised Salary $15.
80 per hour minimum starting Job Description Seeking an experienced customer service advocate to serve as a member of the Customer Call Center Team.
This position primarily supports call center operations, by responding to a variety of customer service requests by phone, email, and system generated requests, dispatches and processes through to completion, various internal and external requests for city facility maintenance and repairs.
Serves as a point of contact for inquiries regarding maintenance throughout the City of Chesapeake, as well as other customer service opportunities.
Tasks include but are not limited to: Provides excellent internal and external customer service that meets the expectations of the City’s Customer Service Initiative, while following set standards for providing customer service for the customer call center.
Answers multi-line communication system, using specialize computer software and phone system, directs caller to appropriate personnel, department or informational system, records and relays various messages.
Communicates with internal and external customers in person, by phone, handheld radio, fax, and email to exchange information and provide logistics for a variety of customer service and work order requests regarding the maintenance and repairs of grounds and facilities located throughout the city.
Performs a high volume of data entry, entering, updating and editing data into a computer system using specialized software.
Obtains detailed customer information to maintain accuracy in processing work orders and dispatching work to appropriate personal.
Works closely with City employees from various departments and other outside agencies daily.
Receives, relays and or resolves citizen complaints.
Prioritizes, processes and categorizes work orders; determines if requests are authorized or unauthorized work using various forms of given information.
Dispatches work orders and related logistics to field personnel by 2-way radio, phone or email.
Contacts emergency services when needed.
Compiles information from various sources, performs routine computations and maintains various records related to radio communications, field personnel, job costing, inventory, and safety.
Assists with year-end reporting requirements.
Maintains customer service data bases, generates reports.
Performs other routine office tasks, such as typing, filing, scanning, copying, computer use and faxing.
Operates various types of office equipment.
Reviews reports, records, plans, forms and other data for accuracy and completeness.
Sorts, indexes and files office records, and maintains record retention of work orders all in compliance with established regulations and procedures.
Maintains, develops and completes spreadsheets, forms, work orders, and communications.
May assist with departmental special events and activities May assist with at other facilities and offices as necessary Provides clerical assistance and assists with special projects for other areas of the department as needed.
Required Qualifications VOCATIONAL/EDUCATIONAL REQUIREMENT: Requires high school diploma or GED and any combination of education and experience equivalent to satisfactory completion of one year of college education in clerical skills, or a closely related field.
EXPERIENCE REQUIREMENT: In addition to satisfying the vocational/education standards, this class requires a minimum of six months of full-time equivalent experience in administrative support.
SPECIAL CERTIFICATIONS AND LICENSES: Depending on position, may require a valid driver’s license in compliance with City Driving Standards.
SPECIAL REQUIREMENTS: Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Emergency operations support work and work locations may be outside of normal job duties.
Preferred Qualifications Knowledge of standard office procedures.
Basic computer skills with experience in outlook, excel, word, and Maximo or other related inventory, order tracking software applications.
Advanced data entry skills, minimum 40wpm.
Advanced customer service experience.
General knowledge of accounting and inventory management principles.
Posting Detail Information Job Open Date 02/16/2024 Job Close Date 02/26/2024 Open Continuous Special Instructions to Applicants Work schedule is generally Monday – Friday, hours per day will vary based upon operational requirements.
Occasionally may be called upon to work hours outside of routine schedule that may include evenings, weekends or during emergency operations.
ADA Checklist Overall Physical Strength Demands Overall Physical Strength Demands L=Light - Exerting up to 20 lbs.
occasionally, 10 lbs.
frequently, or negligible amounts constantly OR requires walking or standing to a significant degree.
Physical Demands C = Continuously- 2/3 or more of the time.
F = Frequently- From 1/3 to 2/3 of the time.
O = Occasionally- Up to 1/3 of the time.
R = Rarely- Less than 1 hour per week.
N = Never- Never occurs.
Standing Occasionally- Up to 1/3 of the time.
Sitting Continuously- 2/3 or more of the time.
Walking Occasionally- Up to 1/3 of the time.
Lifting Rarely- Less than 1 hour per week.
Lifting Amount Exerting up to 20 lbs Carrying Rarely- Less than 1 hour per week.
Carrying Weight Exerting up to 20 lbs Pushing/Pulling Rarely- Less than 1 hour per week.
Pushing/Pulling Weight Exerting up to 20 lbs Reaching Occasionally- Up to 1/3 of the time.
Handling Occasionally- Up to 1/3 of the time.
Fine Dexterity Occasionally- Up to 1/3 of the time.
Kneeling Rarely- Less than 1 hour per week.
Crouching Rarely- Less than 1 hour per week.
Crawling Rarely- Less than 1 hour per week.
Bending Occasionally- Up to 1/3 of the time.
Twisting Occasionally- Up to 1/3 of the time.
Climbing Rarely- Less than 1 hour per week.
Balancing Occasionally- Up to 1/3 of the time.
Vision Continuously- 2/3 or more of the time.
Hearing Continuously- 2/3 or more of the time.
Talking Frequently- From 1/3 to 2/3 of the time.
Foot Controls Rarely- Less than 1 hour per week.
Machines, Tools, Equipment and Work Aids Used Standard office equipment, phone, computer, 2-way radio, cellphone with direct connect feature.
Protective Equipment Required Any PPE required by the equipment in use.
Health and Safety D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never Mechanical Hazards S = Seasonally Chemical Hazards S = Seasonally Electrical Hazards M = Several Times Per Month Fire Hazards S = Seasonally Explosives S = Seasonally Communicable Diseases S = Seasonally Physical Danger or Abuse S = Seasonally Other If Other, Description Environmental Factors D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never Dirt and Dust S = Seasonally Extreme Temperatures S = Seasonally Noise and Vibration W = Several Times Per Week Fumes and Odors S = Seasonally Wetness/Humidity S = Seasonally Darkness or Poor Lighting S = Seasonally Primary Work Location Office Environment Non-Physical Demands C = Continuously- 2/3 or more of the time.
F = Frequently- From 1/3 to 2/3 of the time.
O = Occasionally- Up to 1/3 of the time.
R = Rarely- Less than 1 hour per week.
N = Never- Never occurs.
Time Pressures Occasionally- Up to 1/3 of the time.
Emergency Situations Occasionally- Up to 1/3 of the time.
Frequent Change of Tasks Occasionally- Up to 1/3 of the time.
Irregular Work Schedule/Overtime Occasionally- Up to 1/3 of the time.
Performing Multiple Tasks Simultaneously Frequently- From 1/3 to 2/3 of the time.
Working Closely with Others as Part of a Team Continuously- 2/3 or more of the time.
Tedious or Exacting Work Occasionally- Up to 1/3 of the time.
Noisy/Distracting Environment Occasionally- Up to 1/3 of the time.
Other If Other, Description Can anyone assist the employee in performing the primary tasks assigned to this position? If yes, identify the eligible task(s) Incumbent must be able to work independently Professional References Professional References Please provide contact information for professional references.
Minimum Requests 0 Maximum Requests 4