Customer Service Specialist- PT

$23.19 - $27.54 hourly
  • City of Warrenville
  • 3s258 Manning Avenue, Warrenville, IL, USA
  • Jul 02, 2024
Part time Finance

Job Description

Position Summary

This is a professional position that plays a key role in assisting the general public as the City’s primary point of contact for questions and customer service. The individual will be responsible for handling general phone calls, processing payment transactions, managing internal and external customer inquiries, and data processing. Additionally, administrative duties include assisting residents with applying for city services, aides in preparing bi-monthly agenda packets, and maintaining accurate records for various City services, and special projects as assigned. This position provides exceptional customer service within the organization and to external customers, including promoting a positive image of the City, fostering a collaborative, respectful, and service-minded working environment, and consistently exhibiting professionalism and integrity. Other duties of a general office nature are also performed.

Essential Job Functions

Customer Service and Public Interaction:

·         Answer incoming phone calls, provide general information, and respond to inquiries or direct calls to appropriate staff.

·         Serve as a receptionist, greet, announce, and direct visitors. Respond to inquiries and provide general information.

·         Open, read, sort, file, and distribute mail.

·         Listen to customer inquiries, communicate policies and procedures, and provide accurate information.

·         Receive and resolve complaints or concerns regarding City services or follow up appropriately.

·         Provide excellent customer service to the public, government agencies, fellow staff members, and others in person, over the phone, and through electronic correspondence.

·         Provide backup for other Finance Department functions, as needed.

·         Support the department with basic administrative tasks such as researching information, ordering office supplies, making copies, preparing for meetings within the department, or other tasks as assigned.

·         Coordinate the registration process for the Ride DuPage program, including responding to questions, providing program information, verifying eligibility, and submitting applications and reports to PACE.

·         Process handicap placard applications and placard supply ordering.


Financial Transactions:

·         Serve as a cashier, receive, and record over-the-counter payments for various City services including water/sewer services, tickets, and other City services or fees.

·         Assist with gathering information for the preparation of reports.

·         Establish and maintain general office files and confidential files.

·         Assist in ordering or requisitioning of office supplies.

·         Maintain and update financial and accounting records in the City’s ERP.

·         Investigate and resolve public inquiries/complaints and provide requests for adjustments to utilities clerk.

·         Assist with the processing of water billing account transactions.

·         Reconciles cash drawer on a daily basis and resolves and reports discrepancies.

Miscellaneous Duties:

·         Prepares and distributes Public Safety and Finance Committee-of-the-Whole agenda packets and posts the agenda and back-up materials to the City website.  Three per year or as needed. 

·         Serve as a voter registrar.

·         Assists the departments with Freedom of Information Act (FOIA) requests; receive and respond to requests for records or information.

·         Coordinate front counter operations including answering phones and cashiering.

·         Consistent attendance and punctuality are required.

·         Adhere to all departmental and City safety policies.

·         Perform other duties as required or assigned.

Minimum Qualifications

Graduation from high school, associate degree a plus; two (2) years of experience in a professional office setting involving public contact and customer service; or any equivalent combination of training and experience that provides the knowledge, skills, and abilities to perform the duties of the position.  Bilingual with Spanish preferred.

Required Skills and Competencies

Ability to follow written and oral instructions, perform basic functions on a personal computer, and accurately process cash, credit, and check transactions.

Strong organizational and time management skills, attention to detail, and the ability to work under pressure.

Demonstrated ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, divide, and compute percentages.

Ability to deal tactfully and effectively with customers and the general public.

Ability to establish and maintain effective working relationships with other employees, public officials, and the general public, and to effectively and professionally convey information.

Ability to work effectively in a team environment and make constructive recommendations to improve departmental efficiency.


Ability to learn and apply various computer software applications and other functions associated with the Department.


Ability to convey information verbally and in writing in a clear, concise, and professional manner.

Proficient knowledge of Microsoft products such as Outlook, Word, and Excel.

Ability to operate general office equipment, including high-volume copy machines, computers, and related electronic devices and technology.

Consistently maintain composure and remain calm and professional in stressful situations and in-person interactions.

Exercises good judgment; embraces change; is organized, detail-orientated, and process-focused.

Proven ability to gather, analyze, and apply information skillfully.

Ability to work independently; prioritize responsibilities appropriately; and manage competing deadlines.

Identifies and resolves issues in a timely and independent manner. 

Ability to learn, understand, and adhere to all applicable safety precautions and procedures of the City.

General Information

The above statements are intended to describe the general nature, level of work, and types of duties that may be assigned to individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel. New duties, responsibilities, or skills may be assigned with or without notice.


The City of Warrenville is an Equal Opportunity Employer. All applicants will be considered for all positions without regard to race, color, religion, sex, national origin, ancestry, age, marital or veteran status, disability, or any other legally protected status.

Job Safety

In every work environment, there are hazards present that may result in an accident or injury.  The City of Warrenville strives to reduce this accident potential through safety and loss control programs.  It is each employee’s responsibility to comply with and adhere to department and City safety procedures and training.  Further, employees are encouraged to actively identify potential risks and hazards to avoid accidents and injuries.  These potential risks and hazards should be identified by an employee’s supervisor and the department safety committee so that proper and adequate loss control measures can be put into effect.


All accidents resulting in injuries to employees or damage to public or private property, no matter how significant, must be reported promptly to the employee’s supervisor.  In no case should this report be submitted later than the end of the current shift during which the accident occurred.