Customer Service Representative

at  County of Lambton

COMPANY BIOGRAPHY

* Please Note: This position is not with the County of Lambton. It is with our Community Partner, Township of Warwick.*
Located between London, ON and Sarnia, ON and just off Highway 402, the Township of Warwick is a growing community of about 4,500. Being part of the Township of Warwick team is an amazing opportunity to work in a small but progressive municipality that provides outstanding programs and services to the growing community.

POSITION OVERVIEW

Serves as primary customer contact for the Township Office, providing regular customer service over the phone and in person and conducts a variety of office and clerical duties.
Reporting directly to the Chief Administrative Officer/Clerk this position will provide support and assistance to various departments and managers in the performance of administrative duties. Duties will include typing, answering enquiries from the public, receiving payments, compiling materials for meetings, mailing and filing.

QUALIFICATIONS

• Degree/Certificate of office administration, public or business administration, or related field.
• Two years of experience, preferred in an office environment with customer service responsibilities.
• Demonstrated knowledge of computers and ability to learn new software programs.
• Excellent communication, interpersonal, organizational, and time management skills, including proper telephone etiquette, and to work effectively as a member of a team.
• Excellent customer service skills and ability to maintain discretion in a confidential environment with a high level of detail.
• Be familiar with and work in compliance with the provisions of the Occupational Health and Safety Act (OHSA) and Regulations, and the Township’s Health and Safety Policies and Procedures.
• Demonstrated ability to use reliable judgement to maintain confidentiality. Strong organizational skills to effectively complete/deliver and prioritize assigned tasks and responsibilities with established timelines.
• Valid Ontario’s driver’s license.

• Provides excellent customer service when acting as first point of contact for all telephone and in person inquiries made at the Township Office. Provides routine information and referring inquiries to the appropriate staff member when needed related to taxes, water, cemeteries, licenses, etc.
• Responsible for general mail duties, including oversight of regular and courier mailings, opening and distribution of internal and external mail to various departments.
• Undertakes filing as per TOMRMS, photocopying, typing correspondence, as required.
• Supports all of Township staff through ordering and keeping an inventory of general office supplies.
• Updates and maintains contact lists for staff use and for the Emergency Response Plan.
• Completes general clerical and administrative tasks as assigned.
• Acts as primary back up for cemetery inquiries and marriage license inquiries.
• Completes selected research to support policy and procedure development.
• Handles registration, including booking of rooms for Councillors and staff for various meetings and conferences.
• Administers building permit applications, including notification to property owners when building permit is ready and collection of appropriate fee and notification to County Building department of received permit applications.
• Preparation of marriage certificates, lottery licenses, parking permits, dog licenses as required.
• Assist with preparing correspondence, minutes and photocopying for CAO/Clerk, Treasurer/Deputy CAO, Public Works Manager and Fire Chief(s).
• Provides administrative support to the Joint Health and Safety Committee (JHSC) and Fire Operations Committee, completing tasks at the direction of others.
• Provides administrative/secretarial support to the CAO/Clerk, including typing of materials, arranging appointments/meetings, and screening phone calls.
• Responsible to download and file all electronic records of Council and Committee meetings.
• Acts as backup, in the absence of the Economic Development and Promotions Officer, on website and social media updates, scheduling advertisements in locals newspapers, newsletter preparation, etc.
• Complete day to day financial tasks including: posting cash tele-banks and interact payments.
• Prepares Tax Certificates for signature by Treasurer/Deputy Administrator.
• Takes payments at the front counter for in person transactions via cash, cheque and Completes regular bank deposits and daily reconciliation of available cash.
• Support recruitment processes, including distribution of notices, gathering applications, contacting applicants to schedule interviews, setting up calendar meetings for interviews, etc.
• Coordinate all aspects of the Township’s contractor health and safety and annual clearance program, including all relevant tracking of annual review dates, insurance information and record keeping.
• Creates and maintains annual reporting on the status of employee training for use by the Senior Leadership Team on a quarterly basis.