Client Services Representative

The Position

Job Requirements and Minimum Qualifications

• Provides administrative and operational support, including managing calendars, scheduling, meetings, coordinating logistics and composing correspondence.
• Answers a multi-line telephone system, screens and routes calls, takes messages, responds to routine inquiries, receives complaints and directs visitors to the appropriate staff or location provides department information and distributes documents and reports via phone, email, mail or fax.
• Greets and checks in patients, provides first-line communication between the community and other staff member.
• Coordinates and schedules appointments, meetings, and reservations at the request of staff; prepares meeting materials and agendas, makes travel arrangements, and records and distributes minutes and notes.
• Formats and types letters, memos, reports, contracts, and other materials containing complex terminology, using a computer.
• Composes and maintains confidential correspondence and records; explains policies and procedures; and resolves routine and non-routine matters independently.
• Enters, updates, and retrieves data from electronic systems; generates reports, maintains electronic files; produces statistical information.
• Compiles information from files, records and regulations in response to inquiries prepares charts, graphs, reports, resolutions, and legal documents, transcribes material from recordings, edits materials for clarity, accuracy, and compliance.
• Receives and processes policy, service, and information requests maintaining tracking systems; performs reference and statistical work and files confidential and specialized reports.
• Prepares complex, routine, and non-routine reports; summarizes information, prepares reports, and communicates administrative decisions and instructions.
• Handles sensitive and confidential information and is responsible for maintaining confidentiality.
• May conduct research on assigned subjects for staff and management.
• Perform other related duties as assigned.

Knowledge, Skills, and Abilities

• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Internal departmental policies and procedures.
• External governmental bodies and agencies related to area of assignment.
• Computer applications and hardware related to the performance of the essential functions of the job.
• Standard business arithmetic, including percentages and decimals.
• Record keeping, report preparation, filing methods and records management techniques.
• General office procedures, policies and practices, as well as knowledge general office equipment.

• Customer Service
• Coordinating, organizing, assigning, leading and reviewing the work of staff.
• Transcribing handwritten notes or printed material into a digital format.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Using a computer to accurately and rapidly enter and retrieve data and information.
• Communicating clearly and effectively, both orally and in writing, with internal staff, members of the public, and other departmental staff to give and receive information in a courteous manner.
• Operating and routine maintenance of general office machines.

• Read and interpret documents such as safety rules, operation and maintenance instructions and procedure manuals.
• Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
• Establish and maintain effective working relationships with others.
• Deal with issues involving several concrete variables in standardized situations.
• While performing the essential functions of this job, the incumbent is regularly required to: stand, walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck objects weighing up to 25 pounds.

Selection Procedure & Other Important Information

• It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
• You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete.
• Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
• Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
• You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
• Application materials are the property of Mendocino County and will not be returned.
• It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews.
• The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified.
• The provisions of this job bulletin do not constitute an expressed or implied contract.

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