Hinsdale, IL – Customer Service Representative – 24 hours per week – IMRF

POSITION:  Customer Service Representative

DATE:  March 8, 2025

DEPARTMENT:  Finance

REPORTS TO: Chief Financial Officer

PAY GRADE:  NM7; Range is $25.04 – 36.79 / hour.  Hiring wage rate is dependent upon qualifications

FLSA STATUS:  Non-exempt

SCHEDULE:  Part-time – 3 days per week, 24 hours per week. Office hours are 8 – 4:30 p.m. Assigned work schedule will be discussed during hiring process.

Position Purpose
This position is typically the first point of contact when a visitor calls or visits Village Hall. Responsible for presenting a welcoming, friendly and positive customer experience. Performs Village Hall front desk cashiering and receptionist duties. Provides administrative support for the Finance Department and the Parks & Recreation Department, as needed.

Supervision Exercised
None.

Job Duties
Essential Functions:

1.    Responsible for the Village Hall front desk operation (Finance and Parks & Recreation); collects payments and issues receipts for various items like utility bills, vehicle stickers, animal licenses, permits and various bonds, pool passes, parks classes, and more. Position is responsible for processing registrations and payments for both departments.

2.    Provides basic information regarding Community Development and directs customers to the Community Development Department for technical questions.

3.    Opens mail daily and distributes to appropriate Village personnel; completes and mails out inter-office memoranda and certified mailings.

4.    Balances daily cash register and credit card receipts; collects, counts and reconciles money received from cash receivables and bonds on a daily basis; processes information into various accounting software on the computer and prepares the daily deposit for the bank.

5.    Scans, reviews and saves all daily deposit and batch documentation.

6.    Answers incoming calls for the Village Hall; greets, refers, directs and informs callers; refers callers to appropriate personnel.

7.    Applies payments to tickets issued by the Police Department; sends late notices on parking tickets.

8.    Acts as a resource for the Village’s parking permit program for Village- permitted parking lots.

9.    Participates in the annual business and general contractor licensing program to ensure compliance with Village ordinances; assists with the maintenance of records of all licenses issued.

10. Maintains computerized record-keeping of municipal taxes; tracks Places for Eating Tax collections in accounting software.

11. Responds to requests for Finance Department records following established policies and procedures.

12. Prepares reports in computers.

13. Performs routine office duties such as typing, copying and filing.

14. Operates all tools and equipment needed to perform job duties while adhering to all safety rules and practices.

Marginal Functions

·                Assists with other Finance Department and Parks & Recreation duties as assigned

·                Other duties as assigned

Knowledge, Skills and Abilities

·       Candidate must be motivated, a quick learner, multi-tasker and be able to handle multiple priorities.

·       Ability to work within multiple software programs.

·       Must have very efficient computer skills, especially in Microsoft Word and Excel.

·       Ability to count money and reconcile payments received on a daily basis.

·       Frequent contact with Village Hall visitors and other Village employees; must be able to communicate verbally and demonstrate good customer relations.

·       Prepares reports as required; must be able to communicate in writing.

·       Ability to handle multiple tasks simultaneously and in a timely manner.

·       Ability to prepare and maintain accurate records and filing systems.

·       Ability to operate general office equipment, especially a calculator, scanner and copier.

·       Ability to establish and maintain satisfactory working relationships with Village personnel and the public.

·       Ability to assist public in a professional manner.

·       Ability to work with minimal supervision.

·       Ability to learn, understand and adhere to all applicable safety precautions and procedures.

·       Position will job share with a second Customer Service Representative; ability to coordinate work schedules and occasionally modify schedule as needed for coverage during periods of time off.

Environmental Factors
The work environment generally includes an office setting with frequent interruptions and customer service-based conversations occurring in the work area.

Physical Requirements
Regularly required to sit; use hands to touch, handle, or feel; reach with hands and arms and talk and hear. Occasionally required to stand; walk and stoop, kneel, crouch or crawl. May lift and/or move up to 20 pounds. The position requires prolonged periods of concentration. Specific vision abilities required by this position include close vision and ability to adjust focus.

Equipment used includes, but is not limited to, personal computer with a Windows operating system, Microsoft Office suite, printer, copy machine, fax machine and calculator.

Work Schedule
The position is part-time. This position will participate in the Illinois Municipal Retirement Fund (IMRF), is available for paid time off after 90 days and then one year of employment. No other benefits are offered.

Safety Functions
·       Becomes   familiar    with    and    observe   all    applicable safety and security policies/procedures.

·       Immediately reports all unsafe conditions and acts to supervisor.

·       Reports all accidents to supervisor immediately.

·       Recommends improvements to safety and security practices.

·       Obeys and adheres to all safety rules and work practices.

Position Requirements
·       Two  years  or  more  of  college  coursework;  an  Associate  degree  is  highly desirable.

·       Three years of experience in a related field, preferably clerical work or as a teller or cashier.

·       Must have computer software experience and a strong knowledge of Microsoft Office, specifically Word and Excel.

·       Experience with Tyler Munis is preferred.

Process
The selection process includes an application process, interview process, skills assessment, background check and post offer physical and drug screening.

The position is open until filled. The position is expected to be filled as soon as the interview process and background checks are completed.

Interested candidates should submit an application, resume and a cover letter to the Village of Hinsdale, Village Manager’s Office, Attn: Human Resources, 19 E. Chicago Hinsdale,                        IL          60521,          e-mail:                        hr@villageofhinsdale.org.                Visit  www.villageofhinsdale.org/jobs for a job application. The Village is an EOE employer.

For more information, contact:

Tracy McLaughlin
hr@villageofhinsdale.org
630-247-6364