DISTRICT CLERK'S OFFICE - CUSTOMER RELATIONS SPECIALIST

Acceptable Experience and Education

High school diploma or equivalent and two (2) years of office/customer service with one (1) year cashier experience;

Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates, Licenses, and other Requirements (Depending on area of assignment): 

In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.

May require Deputy Clerk deputizing; may require AOP certification; 

May require or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Essential Duties

Performs administrative and clerical tasks, performs data entry, may process billings; may receive payments; balances receipts with cash, credit cards, etc.; and processes mail;

Establishes and maintains files and records; 

Serves as the initial point of phone, email, or personal contact for participants, outside agencies, other County departments and the general public concerning inquiries or complaints about a specific program and/or its services; research information; make appropriate referrals for assistance;

Researches and analyzes manuals, regulations, and laws to ensure compliance with established procedures and resolves problems pertaining to customers concerns;

Ensures proper documentation is provided by the customer in order to process requests;

Receives appropriate fees; ensures that all information on check(s) is in compliance with check acceptance policy; records all pertinent information in order to cross reference transaction with valid identification and receipts;   

Evaluates and ensures proper documentation; 

Is responsible for handling large amounts of money and balancing daily monies (cash, checks, and credit card transactions) to receipts at close out;

Provides information to customers on all phases of service provided; 

Maintains confidentiality;  

Reports any equipment maintenance needs for appropriate action;

Trains on processes;  and

Ensures workstations are stocked with forms and necessary documents;

Depending on area assigned:

Notarizes documents; 

Certifies documents;

Provides informational material to news media and general public;

Performs criminal searches for customers and agencies as required;

Provides routine information and assistance pertaining to vehicle registration procedures, laws, rules and/or regulations; refers customers to appropriate source for complex problems or questions;

Examines, processes and/or rejects applications related to registration, such as:  Renewals, temporary permits, placards, plate/sticker replacements, Internet renewals, registration exchanges, machinery plates, etc.  In addition, duplicate receipts, motor vehicle inquiries, non-title trailers and process mail-in requests; to ensure compliance with departmental regulations and state registration laws;

Ensures proper identification, proof of financial liability, and when applicable, a Vehicle Identification Report (VIR) are presented at time of vehicle registration(s), as well as verifying each transaction thru the ARC system for delinquent fines;

Processes registrations;

Operates Registration and Title System (RTS) terminal from the State Motor Vehicle Department’s database to retrieve information and process motor vehicle related applications; 

Required to attend in-house classes and seminars conducted by the County Tax Assessor Collector, Texas Department of Motor Vehicles and other agencies, regarding changes in the rules, laws, regulations and procedures;

Ensures information is correct on application and processes the application for customers;

Verifies and processes e-file with fees under time restrictions; opens cases and prints copies of documents needed for the specific service providing;

Performs searches for arrests or warrants;

Issues agent numbers are issued in accordance with state regulations;

Files subpoenas;

Serves as liaison between the office and internal and external entities; 

Schedules requests records requested by the public and ensures supporting documentation;

Index’s documents recorded by the department;

Ensures compliance with state, internal and external agencies laws and regulations;

Applies regulated fees;

Requests, transfers, and checks out/in files and delivers to courts as required;

Conducts inventory of supplies and files;

Clears and releases dockets as directed;

Places restrictions on inmate accounts;

Provides inmates with balances on accounts;

Releases funds as appropriate;

Deals with foreign currency;

May be required to travel to satellite branches when assigned or at times, on very short notification; and

May be required to work more than 40 hours a week, including after normal business hours, weekends, and/or holidays.

Other Important Duties*

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; 

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills;

Performs such other related duties as may be assigned;

Maintains a safe and healthy work place environment;

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor. 

Summary of Position

The Customer Relations Specialist under general supervision provides clerical, administrative, and/or cashier support to a specific County office or department.  This designation is distinguished from the Office Assistant classification by greater work complexity and broader work activities. 

Organizational Relationships

         Reports to: Senior type position

        Directs: This is a non-supervisory position.

Other:        Other:  Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public.

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: cashiering and bookkeeping practices, policies, and procedures, customer service/public relations practice and procedures; English usage, office methods, adding machines; computer; procedures and equipment including filing systems. 

Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform routine calculations to count currency, make change, and prepare daily cash reports; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; be tactful and diplomatic in dealing with the public, members and government officials; operate a personal computer and various software applications; conduct mathematical calculations, communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.

Depending on area of assignment: may require bilingual in Spanish; and typing speed of 45 words per minute. 

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance: 

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team-oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;
• Project positive support of their department and all county organizations at all times; and,
• Maintain and enhance the County’s commitment to customer service excellence