Customer Relations Associate - Part Time (Temporary) in El Monte, California at Access Services
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Job Description
Position: Customer Relations Associate, Temporary
Salary: $30/Hourly
FLSA: Non-exempt
Employment Type: At-Will/Non-Union Represented
Schedule: This position is generally scheduled for 8-hour workdays Tuesday through Thursday and a 5-hour workday on Friday, totaling 29 hours per week. Schedule is subject to change based on operational needs.
This is a temporary, part-time assignment not to exceed eight (8) months from the date of appointment. In accordance with California Public Employees' Retirement System (CalPERS) regulations, the total compensated hours for this position are not to exceed 1,000 hours per fiscal year. Consequently, this position is excluded from CalPERS retirement system enrollment and does not qualify for agency-sponsored health or retirement benefits.
SUMMARY
The Customer Relations Associate reviews service investigations completed by contracted service providers and prepares clear, accurate responses to concerns and compliments received by riders, their constituents, or the community in general. As a subject matter expert, the Associate may conduct further research by reviewing trip records, GPS information, call recordings, and additional investigative software to make informed decisions and definitive conclusions.
The Customer Relations Associate will manage the intake of customer concerns, responding in the form of telephone, email, and written communications. The primary functions required to accomplish this duty involve managing a steady volume of investigations, following established procedures and response timelines, documenting activity in the Customer Relations Management system, and completing similar investigative review and correspondence tasks throughout the day.
Successful candidates should be dependable, organized, and comfortable performing detailed, repetitive work while maintaining accuracy and professionalism. While this role performs their duties at the individual level, collaborative work in a team based environment should be expected. The desired traits for this position would include strong written and verbal communication, sound judgement, and the ability to apply learned policies and procedures to manage an assigned workload with limited oversight.
SUPERVISORY RESPONSIBILITIES
Receives direct supervision from the Customer Relations Administrator. May receive technical guidance and support from the Senior Customer Relations Associate, as applicable. No supervision of staff is exercised.
ABOUT US
To learn more about Access Services and its responsibilities in the greater Los Angeles region, please visit our website and click here.
Duties may include, but are not limited to, the following:
- Manage an assigned queue of customer concerns and compliments while meeting established response timelines, productivity expectations, and departmental procedures.
- Review investigations completed by contracted service providers to determine whether the reported concern was adequately addressed, while being supported by documented findings.
- Conduct additional investigation when necessary, including reviewing trip records, GPS information, call recordings, video evidence, and other supportive investigative tools.
- Identify missing, incomplete, or inconsistent information, relying on internal policy and procedure application to request clarification or additional review from the appropriate staff.
- Prepare clear, accurate, and professional responses to stakeholders via telephone, email, and letter communications.
- Contact riders, community members, and other stakeholders when additional information is needed, or closing out service-related inquiries and concerns.
- Document investigative activity, findings, communication efforts, and investigation outcomes in the Access Customer Relations Management system.
- Accurately identify and categorize customer feedback and maintain complete, supportive documentation for each assigned ticket.
- Apply existing policies and procedures to both educate and inform when interacting with external stakeholders.
- Recognize recurring service issues, or escalated matters and promptly review with supporting supervisory staff.
- Participate in quality assurance review to confirm that investigations and responses meet departmental and contractual standards.
- Assist with public meetings, agency events, emergency preparedness activities, and secondary departmental assignments as needed.
- Assist in the performance of other administrative duties, which may include processing payment information, fulfilling Access coupon and ID card requests, reviewing program applications, processing visitor and eligibility requests, and preparing outgoing mail.
- Other duties as assigned.
A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. Reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions may be made. A typical combination includes:
Education
Associate degree (AA) or equivalent from an accredited two-year college in public administration, business administration, communications, human services, or a related field.
Experience
Three (3) years of customer service or public relations experience, or a combination of education and experience. Additionally, one (1) year of experience in writing concise, personalized correspondence is preferred.
Equivalency Provision
NA
Licenses/Registrations
NA
Certificates
- Certification must be verifiable and include testing agency information, such as agency name, administrator’s or proctor’s name, email, address and telephone number.
- Certification must be within 12 months of application submission.
- Submit typing certificate at the time of employment application submission. Certifications submitted after the closing of the recruitment are not accepted.
- Self-administered/online typing tests taken from the internet are not accepted.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of:
- The Americans with Disabilities Act (ADA) regulations for businesses and state and local governments.
- Objectives, programs, policies, and procedures of the assigned department.
- Proper English usage, spelling, grammar, and punctuation.
- Principles and procedures of record keeping and reporting.
- Standard business software, including word processing, spreadsheet, and database programs (Microsoft Office: Word, Excel, Outlook, PowerPoint).
Skill in:
- Operate various types of standard office equipment, including a personal computer and related software.
- Prioritize responsibilities and workload to meet established deadlines.
- Interpersonal communications for working with coworkers and customers.
Ability to:
- Interpret, explain, and apply departmental policies and procedures.
- Maintain confidentiality of sensitive information.
- Establish and maintain courteous, cooperative, and effective working relationships with staff, management, elected officials, commission members, the general public, and others encountered in the course of work.
- Maintain professionalism, courtesy, and composure at all times, including in stressful situations, and handle disputes and complaints in a calm, courteous, and tactful manner.
- Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence.
- Analyze information, data, and trends.
- Understand and follow oral and written instructions.
- Communicate clearly and concisely, orally and in writing.
- Perform basic arithmetic computations with speed and accuracy.
- Type accurately at a speed of at least 40 net words per minute.
- Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
- Effectively oversee multiple priorities and organize workload; and
- Work independently and efficiently with a minimum amount of direct supervision.
- Perform other duties as assigned.
- Have a designated workstation for a hybrid schedule.
- Type at a net speed of forty (40) words per minute.
WORKING CONDITIONS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Physical Demands
While performing the duties of this class, the employee is regularly required to talk and or listen. The employee frequently is required to walk and use hands and fingers to touch, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to ten pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.
Mental Demands
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the office environment is usually moderate. In the course of employment, an employee may visit the service provider or other contractor’s premises which may include limited exposure to outdoor weather conditions, or fumes or airborne particles from motor vehicles.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:
Noise Level: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the office environment is usually moderate.
In the course of employment, an employee may visit the service provider or other contractor’s premises, which may include limited exposure to outdoor weather conditions, or fumes or airborne particles from motor vehicles.
Note: The statements herein are intended to describe the general nature and level of work being performed by employees in this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, skills, or abilities required of personnel so classified.
The Selection Process
This recruitment is open continuously to meet the Agency's needs as vacancies occur and may close at any time. Applicants who best meet job-related qualifications will be invited to participate in the examination process. Applicants will receive an email notification of their current status in the selection process. The selection examination may consist of any combination of written, performance, and/or oral appraisal exams. Examination parts will be weighed according to their relevance to the job performance criteria. This recruitment may establish an eligibility list to fill future positions in similar classifications within the organization.
Pre-employment
As a federal grantee, Access Services maintains a drug-free working environment as prescribed by the 1988 Drug-Free Workplace Act. All potential employees are required to obtain satisfactory results from an administrative screening, successfully pass a post-offer pre-employment medical exam, and obtain a verified negative pre-employment drug test administered by Access Services and its service agents.
Emergency/Disaster Response - Service Workers
All Access Services employees are designated Emergency/Disaster Response-Service Workers under state law (California Government Code Section 3100-3109). Employment with Access Services requires acknowledgment of this effect. Employees are required to complete all related training as assigned and to return to work as ordered in the event of an emergency.
Immigration and Reform Control Act
In compliance with the Immigration and Reform Control Act of 1986, Access Services will only hire individuals who are legally authorized to work in the United States. Access Services does not provide sponsorship.
E-Verify
Access Services is an E-Verify employer. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States. Access Services does not sponsor H-1B or related work visas.
An Equal Opportunity Employer
Access Services is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Access Services will provide reasonable accommodations to qualified individuals with disabilities.
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