City of Belleville

 
CUSTOMER SERVICE REPRESENTATIVE

• Provide timely, accurate information to the general public and the immediate Supervisor and/or the Director and respond to decisions and directions generated by same. The position is guided by established departmental policies, guidelines and procedures.

Customer Service & Outreach

• Respond to general inquiries from the public received by phone, email, in-person, or through the general inbox and website; providing information and assistance in a polite and efficient manner
• Communicate professionally, and effectively with all staff, contractors, agencies and members of the general public, promoting a high standard of customer service . 
• Relay information to Supervisors or crews in the field as required
• Record all inquiries and/or work requests into WorkTech; capture all relevant contact information and details; provide follow-up to residents by phone or email
• Close work orders when complete
• Ensure departmental webpages are Up-to-date and recommend changes as needed
• Facilitate outreach and communication to the public via surveys, public forums, media, etc.
• Support the evaluation of programs and resident surveys, track and compile operational data and key performance indicators
• Receive Permit/Transit applications and inquiries, distribute and receive information and facilitate approvals.
• Maintain permit/pass records and perform monthly reconciliation to ensure accuracy and compliance

Accounts Payable/ Receivable

• Create purchase orders, reconcile invoices and materials received against purchase orders, and process cheque vouchers for payment.
• Maintain manual records of departmental purchase orders and cheque vouchers for the department
• Ensure required paperwork is included with cheque voucher packages, including quotes, sole/single source letters, WSIB, insurance, as required.
• Ensure activities are in compliance with City accounts payable policies
• Maintain purchasing card receipts and other supporting documentation for section staff. Reconcile purchasing card statements and transaction registers, allocate charges to the appropriate accounts.
• Liaise and coordinate purchasing activities with various vendors and contractors
• Regularly respond and provide information and reports regarding accounts to internal staff, management, and vendors.
• Coordinate with Finance to set up new vendors, update purchase orders through purchase order amendments (POA), and contract and capital purchase orders
• Receive revenue through various sources, issue invoices, and initiate revenue collection procedures as directed.

Administration

• Provide clerical services for department managers and/or supervisors including filing, telephone coverage, scanning, and archiving & data entry as necessary or assigned.

• Process incoming and outgoing mail
• Provide and maintain an appropriate inventory of office supplies
• Support and/or attend meetings as required. Support may include booking travel, preparing agendas, minutes, reports, room bookings and follow-up work as directed by supervisor
• Provide back-up to the departmental Administrative Team as required.
• Complete and submit weekly or bi-weekly attendance and payroll entries for the department in WorkTech
• Track and record vacation, banked time scheduled and time taken in the time and attendance system ; ensure that time taken is within staff entitlements and collective agreement (CUPE and UNIFOR)
• Maintain payroll and attendance records and overtime, by section in departmental file
• Respond to staff inquiries relating to payroll and attendance issues
• Communicate confidential information with supervisor on payroll and attendance changes, updates to staff information, onboarding, and medical absences.
• Perform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of work
• Complete other duties as assigned

• Two (2) year Diploma in Office Administration or related field.
• Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

• One (1) year municipal government or office experience.
• Demonstrated customer service skills with sound judgement, tact and discretion and the ability to communicate clearly with the public in person and on the phone.
• Experience in fast-paced office setting with high attention to detail and meeting assigned deadlines.
• Computer literacy with strong skills in Microsoft Office applications including Outlook, Word, Excel, etc.
• Proven ability to work with professionalism and confidence with all levels of management and the public

• Demonstrated experience using computers and applicable software; MS Office, internet browsers, Vadim, WorkTech
• Demonstrated working knowledge of the structure and services provided by Transportation & Operations Services
• Knowledge of accounting and business practices

WHAT’S IN IT FOR YOU:

• Competitive market salary

• Competitive employer-paid extended health benefits

• OMERS Pension Plan
• Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

HOW TO APPLY: