Citizens First Specialist

Citizens First Specialist

The City of O'Fallon is seeking a customer-focused and detail-oriented Citizens First Specialist to support our Citizens First operations and provide administrative assistance across multiple City departments. This position plays a crucial role in ensuring positive experiences for residents and efficient internal operations citywide.

Major Duties

• Answer the City's main telephone line and respond to questions or direct calls as appropriate.
• Provide front-desk services at City Hall including providing information on City services, assisting with citizen concerns/complaints and monitoring work order progress in GovQA computer system to ensure resolution, issuing visitor passes, monitoring security cameras, scheduling meetings, coordinating pool car usage, and accepting mailed packages.
• Provide ongoing administrative support to the Human Resources Department/Volunteer Services and the Communications Department, such as:
• Assisting with creating, filing and maintaining confidential employee personnel, training and health files;
• Entering new hire data into Munis (Finance computer system), UKG (Human Resources computer system), and Code Red (emergency notification computer system), and managing related paperwork;
• Preparation of new hire orientation packets and handbooks;
• Reserving pavilions/rooms for volunteer events and processing volunteer background checks; and
• Purchasing card processing, inputting accounts payable entries into Munis, ordering supplies, obtaining select bids/quotes, and assisting with budget preparation.
• Support other departments with occasional special projects such as mass mailings and the annual utility tax rebate program.
• Perform other related duties as assigned.

Knowledge & Skills Required

• Strong public interaction skills and a customer-focused mindset.
• Proficiency with computers, including the Microsoft Office Suite and job-related software, and the ability to quickly learn new systems.
• Working knowledge of modern office practices, including basic mathematic, accounts payable and budgeting skills.
• Skill in decision-making and problem-solving,
• Orientation to details and accurate data entry.
• Ability to prepare clear and concise reports.
• Strong written and verbal communication skills.

Complexity & Scope of Work

• Work involves detailed administrative tasks, customer service duties, and frequent interruptions.
• Occasional difficult customer interactions and the need for accuracy contribute to job complexity.
• Position handles highly confidential employee information that must be protected at all times.
• Successful performance ensures efficient City operations and quality services to residents.

Minimum Qualifications

• Excellent communication skills.
• Strong computer skills with proficiency in Microsoft Office and related databases.
• Ability to maintain absolute confidentiality.
• Ability to read, write, and perform basic math at a level associated with high school completion.
• Two years of experience in a similar role or equivalent internship/apprenticeship experience.

Benefits

The City of O'Fallon offers a comprehensive, employee-focused benefits package including:

• Medical, Dental, Vision; employer-paid Accident and Life Insurance
• Optional HSA with employer contributions; FSAs; optional Pet Insurance
• Wellness incentives and onsite fitness facilities
• Discounted Renaud Center membership
• Employee Assistance Program and Identity Theft Protection
• 3 weeks vacation for new hires; 11 holidays; 1 personal holiday; sick leave; extended illness leave
• Missouri LAGERS L-6 Pension Plan and 457(b) retirement plans
• Tuition reimbursement
• Designated Zen and lactation rooms at select facilities