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HomeMy WebLinkAbout2013 Customer Support Accomplishments MISSION STATEMENT Customer Support Services provide excellent customer service by listening and understanding our customer’s needs. We respond with appropriate information and services while providing positive reinforcement for their requests because the “customer is our first priority”.  I. 2014 Customer Services Specialists: Marianna Gonzalez – Senior Administrative Assistant Marianna’s Responsibilities of the Senior Administrative Assistant include: As the Senior Administrative Assistant, I assist the City Clerk by making sure the front desk area is staffed and with any other responsibilities he assigns to me. Another responsibility comes from the Finance Department, they depend on the Customer Service Department to make sure the City’s revenues, are entered into the correct accounts. This becomes my responsibility as lead to help with any account questions from our team. We have an awesome team that works great together. Assisting the Hispanic Community in Rexburg is a pleasure; there are many Hispanic people that come to City Hall to pay their utility bills, including Rocky Mountain Power, Intermountain Gas and Century Link. Some of our Hispanic customers can speak a little bit of English, but they feel more comfortable speaking Spanish. I assist our Hispanic customers with questions regarding city policy, by interpreting that information, including signing-up their children in the City’s recreation activities. Order, inventory and keep requisition records of all supplies ordered for every City Hall Department. City Hall has an office supply and Janitor closet. These two areas are kept stocked, with pricing on each item. When other City Departments run out of supplies, they requisition the supplies needed from the Customer Service Department. Supply requisitions are made from City Hall and billed to the departments within the City Hall Building. Prepare ticket dismissals (court documents) for the City Attorney. Permission from the City Attorney needs to be obtained before the class is offered to the individual who was citied with a moving violation. If permission is granted, the information sheet is given to the person with step by step instruction to complete the defensive driving class. The cost of the class is $60.00. There is a $15.00 dollar administrative fee collected when the certificate of completion for the class is returned to the Customer Service Department. A yearly spread sheet is kept to keep track of individual dismissals. A person is only allowed to take the defensive driving class every five years. Shellie Tolman – Administrative Assistant, organizes American Red Cross Blood drive, designs and compiles information for the utility bill newsletter, designs and inserts information for the lobby TV at city hall. Shellie’s Responsibilities of the American Red Cross Blood Drive include: Schedules two blood drives per year Hang posters at each department and also at the county offices Send several emails to city and county employees Call employees and past donors to ask if they would be willing to sign up for the blood drive Make sure schedule of 30 people is filled for the blood drive Call all who has signed up the day before the blood drive to remind them of their scheduled time Day of blood drive, put up signs Contact and ask American Red Cross employees to do the drive if they need anything Schedule interns or employees to help check in donors Call donors if they don’t show up within 5 minutes of their scheduled time Mary Flanary – Administrative Assistant who oversees and is the Advisor over the Mayor’s Youth Advisory Board (MYAB) Mary’s Responsibilities of the MYAB Advisor include: Oversee all MYAB meetings (1st & 3rd Wed. of every month). Appoint a chairman each year and work closing with them on all projects, meetings, events, decisions, etc. Advertise (make brochures) and prepare applications for new youth to apply at the beginning of each school year. Assign youth to set up stations at both the High School and Junior High to hand out applications and encourage youth to apply to be a part of MYAB. Participate in Celebrate Youth every year in August by making hundreds of bags of cotton candy to give out and set up a booth to advertise and encourage participation in MYAB. Order new polo shirts for every member at the beginning of the year. Maintain a budget and work to keep expenses to a minimum. Host an opening social at the beginning of each year. Participate in the Homecoming Parade. Help plan and make assignments for Halloween Safety at the elementary schools. Help the Police Department with Shop With A Cop every Christmas. Help with SnowFest every January by setting up and running a booth. Make and take valentines to the Elderly in the various assisted living homes. Help with Upper Valley Idol all during March (Approx. 36 hours). Throw a dance of some sort every year. Plan and participate in Rexburg Days every spring by designing a poster and recruiting help and working on a project to beautify the city. Host a Closing Social at the end of the year. Assign youth to ride in the 4th of July Parade. Be available to help other city departments with anything they might need. Volunteer to help out with other city services such as the mobile food pantry. Plan for special speakers and mock city councils. Help the chairman pick the executive board and meet with them regularly to follow up on assignments. Attend Youth Summit or other leadership camps with 4 – 8 youth every year. Keep accurate records of all members and their attendance. Submit names for scholarships to the High School Help youth get letters of recommendation from the Mayor. The MYAB Advisor spends approximately 10 to 20 hours a month on various duties related to this job.