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Client Relations Specialist

2 months ago

Crestview, Florida, United States Okaloosa County Clerk of Courts Full time
Position Overview:
Under general oversight, this role involves comprehensive client interaction and meticulous administrative tasks that necessitate the application of various operational methods, protocols, practices, and departmental functions related to document and file management.

Core Responsibilities:
The following responsibilities are indicative of the tasks performed within this role. They are not necessarily exhaustive of any single position within the classification. The absence of a specific responsibility does not prevent management from assigning duties not listed if such tasks are a logical extension of the position.
  • Provides courteous and professional client service upon arrival and at the service desk, addressing client complaints and inquiries in accordance with established guidelines.
  • Identifies and addresses client needs, investigates issues, and offers solutions or alternatives.
  • Ensures clients possess the necessary documentation (forms, payments, etc.) to complete their transactions; updates the relevant tracking system accordingly.
  • Assists clients with online transactions and provides support at self-service kiosks.
  • Generates correspondence, notifications, and reports in line with established policies and practices of the assigned area.
  • Scans and indexes documents following departmental protocols.
  • Accurately inputs data into the case management system as required.
  • Issues licenses and processes applications as necessary.
  • Receives, screens, sorts, processes, and directs incoming correspondence to the appropriate functional area or inter-departmental agency.
  • Conducts record searches when required.
  • Logs documents in accordance with task outlines.
  • Updates forms, packets, and reference materials as necessary.
  • Maintains and updates the information database for internal and public knowledge.
  • Exhibits regular and punctual attendance.
  • Adheres to established organizational and departmental productivity standards.
  • Complies with all organizational policies and procedures.
  • Cross-trains to assist at the service desk and call center.
  • Performs additional duties as required.
Minimum Qualifications:
  • High School Diploma or GED, supplemented by one (1) year of relevant experience.
  • Must fulfill the requirements set forth by the relevant authorities to become a licensed agent.
  • Ability to engage with the public and effectively address their needs in a courteous and professional manner, even in impromptu situations.
  • Strong communication skills in both oral and written forms, with the ability to follow complex instructions.
  • Ability to establish and maintain effective working relationships with colleagues, the general public, businesses, governmental agencies, and legal professionals.
  • Proficient in using a computer terminal for quick and accurate data entry.
  • Knowledge of a broad range of administrative and clerical procedures and systems, including word processing, file management, transcription, and office equipment.
  • Ability to learn and comprehend specialized information, including codes, rules, policies, and legal terminology, and apply that knowledge accurately and efficiently.
  • Ability to handle confidential and sensitive information, interpreting and complying with relevant guidelines and legal restrictions.
  • Capable of working in an environment with frequent interruptions while maintaining attention to multiple tasks.
  • Ability to sit or stand at the service desk for extended periods, focusing on repetitive or complex tasks, and managing time constraints and workload surges.
Key Competencies:
  • Accountability & Dependability - Takes personal responsibility for the quality and timeliness of work, achieving results with minimal oversight.
  • Adaptability - Reacts positively to changing business needs and responsibilities.
  • Attention to Detail - Diligently focuses on details and pursues quality in task completion.
  • Client Focus - Builds and maintains client satisfaction with the services provided.
  • Continuous Learning - Demonstrates a commitment to ongoing learning and self-improvement.
  • Drive and Determination - Exhibits positivity and a desire to accomplish tasks efficiently.
  • Leadership Skills - Motivates and supports others to achieve team and organizational objectives.
  • Office Technology Proficiency - Utilizes office software and web-based applications to meet business needs.
  • Stress Management - Maintains composure in high-pressure situations.
  • Tact - Handles challenging interpersonal situations diplomatically.
  • Team Collaboration - Promotes cooperation and commitment within a team to achieve goals.
ADA Compliance:
The Okaloosa County Clerk of Courts is an Equal Opportunity Employer. The organization is committed to providing reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss accommodations.

Equal Opportunity Employer:
The Okaloosa County Clerk of Courts provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics. This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.