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Administrative and Customer Service Specialist

1 month ago

Highland Park, United States City of Highland Park Full time

Primary Purpose : The Administrative and Customer Service Specialist provides exceptional customer service, administrative support, and activity coordination for the Senior Services division. This role supports the Manager of Senior Services and the Program Coordinator in project management and daily operations. IMRF pension eligible position. Expected hiring range: $22.50 - $28.00 hourly dependent on qualifications. Provides excellent customer service. Greets customers and answers calls professionally with warmth and patience. Monitors client check-in. Assists clients or refers to the appropriate staff within the City. Provides information and referrals related to Senior Center, City, and local inquiries. Leads the registration process for Senior Center activities. Accurately registers participants in person and over the phone. Updates and manages registration software program and records. Sends registration reminders and online links for upcoming activities. Manages, prints and updates registration and attendance lists for all activities. Resolves and processes customer service issues related to financial transactions, i.e., receipts, virtual wallet credits, and program refunds. Manages memberships. Processes membership information, photos, updates, and payment in membership management system. Processes and distributes membership cards. Manage and ensure compliance of participant waivers. Sends lapsed membership reminders via email, with follow up calls to active members. Provides activity support. Ensures rooms are open and set appropriately at the start of each day. Monitors online programs. Provides assistance in setting up, implementing, and supervising activities, events and day excursions as needed. Assistant with communication, flyers, and emails to promote activities. Processes the division’s accounts payables and accounts receivables. Prepares, records, and deposits revenue, and handles credit card reconciliation. Manages requisitions, POs, and processing of invoices. Processes and reconciles manager’s credit card statements and Senior Center online purchase statements. Works with staff to prepares activity revenue and expense records. Works with staff to monitor revenues and expenses to ensure budgetary compliance. Inventories and replenishes office, cleaning, and general supplies. Works on special projects as directed. Produces reports regarding data, statistics, and demographics. Maintains and reconciles the division’s restricted donations. Creates, distributes, receives, and processes invoices for corporate sponsor donations. Maintains life cycle donations; processes and records donations, sends acknowledgements and notifications, and prepares information for inclusion in the newsletter. Manages the Tree of Honor. Assists with production and editing of three seasonal editions of Senior Center’s newsletter. Utilizes database to query and send data for newsletter mailings. Works with post office to maintain and replenish postage funds and permits. Performs other related job duties or responsibilities as requested or required, whether or not specifically mentioned in this job description. Required Minimum Qualifications : The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education : High school graduate or equivalent. Experience : A minimum of one year of administrative, customer service, or finance experience preferred. Experience or strong desire in working with older adults preferred. Certification or License : Driver’s license. Required Knowledge, Skills, and Proficiencies : High level of organization, accuracy, and attention to detail. Excellent communication skills, both oral and written. Ability to produce timely reports and effectively present ideas. Proficient in computer operations and multitasking amid interruptions. Strong knowledge of working with older adults and the patience required. Expertise in Microsoft Word, Outlook, Excel, and Access. Thorough knowledge of business English, grammar, punctuation, and arithmetic. Proficiency in Microsoft Office, Adobe Professional, and other software programs. Good judgment, confidentiality, and responsible decision-making. Ability to prioritize, organize, and work independently. #J-18808-Ljbffr