Customer Service Representative

Description

The Customer Service Representative performs work of average difficulty in assisting and directing calls "and in-person customers" with a high level of accuracy to ensure optimum performance and services.

Examples of Duties

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. These essential functions require a consistent presence in the work environment on a regular basis and regular attendance must be maintained.

• Provides accurate information regarding program information to participants, co-workers, supervisors and the general public.

• Promotes the best interest of Opportunity Home San Antonio using the tools of reasonableness, fairness and compassion with a client and employee focus.

• Identifies and assesses clients' concerns and provides assistance through detailed and clear explanation.

• Resolves customer issues by demonstrating the ability to assist dissatisfied or frustrated callers through patience, compassion and understanding, while remaining professional and maintaining composure.

• Executes File Room duties including receiving files, retrieving files, updating files and maintaining records.

• Receives and distributes incoming mail and documentation to proper personnel.

• Demonstrates excellent customer service to all internal and external customers at all times.

• Refers calls and e-mails to the proper personnel in a professional manner.

• Retrieves and updates information from Opportunity Home computer systems.

• Monitors the lobby waiting area and uses proper protocol and independent judgment to resolve waiting issues.

• Assists in the preparation and maintenance of data and documents on services in the call center.

• Performs as a team player by interacting and communicating in a cooperative and respectful manner to achieve common goals and objectives, including fostering feedback and embracing the entire team building process.

• Maintains a work area that is neat and safe, positive and productive.

• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.

• Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.

• Participate in initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to create awareness, foster, cultivate and preserve a culture of equity, diversity, and inclusion.

• Recognize the significance of a data driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustee, Data Domain Stewards, Data System Custodians, Data Stewards and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.

• Other duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills

• Values Driven| Demonstrates an understanding of the values (Compassion, Equity and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.

• Customer Service|Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.

• Effective Use of Information|Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.

• Commitment and Continuous Improvement|Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.

• Teamwork|Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization's team building events.

• Responsiveness and Accountability| Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

Education

Required

• High School Diploma or GED required.

Experience

Required

• One (1) year of inbound call center experience, or customer service experience required.

• Bilingual speaker and writer in English and Spanish.

• Must have the ability to learn and use cloud applications such as the Google GSuite applications to include but not limited to: Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets and Slides. Understanding document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud accessible applications to include but not limited to: One drive, Outlook, Word, Excel and Powerpoint or MAC or PC desktop equivalent is acceptable.

• Successful completion of a criminal history background check, education, and work history verification, and drug screening test.

License + Certificates

Required

• Texas Class "C" driver's license at the time of placement and insurable by the organization's fleet and liability insurance carrier.

• Must have the ability to earn certifications as required by assigned tasks.

Preferred Education and Experience

• Ability to learn cloud technologies such as LucidChart for diagram, workflow and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

Technical Skills

To perform this job successfully, the employee should have

• Ability to maintain effective working relationships with co- workers, supervisors, and the general public.

• Understanding of the Mission, Vision, and Value of the agency, and directs work within these guiding principles and operational framework.

• Ability to follow verbal and written instructions, and communicate effectively in writing and verbally.

• Ability to communicate or explain information clearly and recognize potential miscommunications.

• Knowledge of client service principles and practices and interviewing skills and techniques.

• Understanding of basic reading and writing skills.

• Skill in assessing and prioritizing multiple tasks, projects, and demands with excellent problem solving and organizational skills while meeting established deadlines.

• Basic working knowledge of computer software including Microsoft Office with the ability to learn new software applications.

• Ability to work independently and in a team, and apply leadership, decision-making and conflict resolution skills.

• Skill in displaying understanding, tact, empathy and concern with interpersonal relationships.

• Skill in analyzing problems and determining appropriate courses of action.

• Ability to work with a diverse population.

• Ability to project a professional image at all times.

• Ability to work in a fast paced environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals and communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Environment

• The noise level in the work environment is usually moderate

• High level of interaction with external/internal clients

• May be transferred or be required to work at different properties or sites for interim periods in order to support business needs.

Outside Environment

• Subject to environmental elements when conducting visits to various sites or participating in outside events.

ADA Statement

In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodation to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an "undue hardship" on the operation of the employer's business.

Ethics

As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism and honesty, to merit the respect of our co-workers, clients, partners, vendors and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy and responsiveness.

Equal Employment Opportunity Statement

Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.