Part-Time Customer Service/Admin Assistant

Part-Time Customer Service/Administrative Assistant

Position Type: 30 hours per week
Department: Utility Billing/ Administration
Reports To: Village Manager
Hours: Monday-Friday, 9:00am-3:00pm

Position Summary

The Customer Service/Administrative Assistant position serves as a key point of contact for utility customers while providing essential administrative support to staff. This position is responsible for delivering courteous and professional customer service, assisting with utility accounts and billing inquiries, processing payments and service requests, maintaining accurate records, and supporting the day-to-day administrative operations of the office.

The ideal candidate is organized, dependable, detail-oriented, and comfortable working with the public, handling confidential information, and managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Customer Service & Utility Support

• Serve as the primary customer service contact for utility customers in person, by telephone, and through email.
• Answer questions regarding utility accounts, billing, payments, service connections, transfers, disconnections, and general utility procedures.
• Receive and process utility payments and issue receipts in accordance with established procedures.
• Establish and maintain customer utility accounts and update account information as needed.
• Process account changes, service transfers, and related documentation.
• Receive and document reports on service issues, outages, leaks, or other utility-related concerns and route them to the appropriate personnel.
• Maintain professional and courteous relationships with customers while handling sensitive or difficult situations appropriately.
• Explain utility policies, procedures, rates, and requirements clearly and accurately.

· Ability to open/close the office on short notice to cover for absences of full-time personnel for either sickness, vacation or other excused absences.

Administrative Responsibilities

• Provide general administrative and clerical support to administrative staff.
• Prepare correspondence, notices, reports, forms, spreadsheets, and other documents.
• Maintain accurate and organized electronic and paper records.
• Enter, retrieve, and update information in utility billing and other department databases.
• Assist with billing preparation, account reconciliation, and routine financial or administrative reports.
• Monitor office supplies and assist with ordering and inventory.
• Schedule meetings and events for the Village Manager
• Prepare meeting materials
• Assist with filing, scanning, copying, mail distribution, and other routine office functions.
• Process department correspondence and route information to appropriate staff.
• Maintain confidentiality of customer, financial, personnel, and other sensitive information.
• Assist with special projects and other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Must be able to pass background check and drug screen
• Previous customer service, office administration, utility billing, municipal, financial, or related experience preferred.
• Strong computer skills, including proficiency with Microsoft Office or comparable office software.
• Ability to learn and effectively use utility billing, payment processing, and database systems.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to handle cash, payments, and confidential information responsibly.
• Ability to prioritize work, meet deadlines, and manage multiple tasks.
• Ability to interact professionally and respectfully with customers, coworkers, vendors, and the public.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Strong customer service and interpersonal skills.
• Excellent organizational and time-management abilities.
• Accurate data entry and recordkeeping skills.
• Experience in preparing reports, maintaining records, or providing administrative support.
• Professional judgment and problem-solving ability.
• Ability to maintain confidentiality.
• Ability to communicate effectively with individuals from diverse backgrounds.
• Ability to remain calm and professional when addressing customer complaints or concerns.
• Ability to work independently while also functioning effectively as part of a team.
• Willingness and ability to learn department policies, regulations, procedures, and software systems.

Physical Requirements

This position requires the ability to sit, stand, walk, bend, reach, communicate effectively, operate standard office equipment, and occasionally lift or move office materials weighing up to approximately 25 pounds.

Work Environment

Work is primarily performed in an office environment with regular interaction with the public. The position occasionally requires interaction with Department of Public Services crew members, police officers and members of other municipal departments.

Compensation & Benefits

Salary: $20.00–$25.00 hourly, depending on qualifications and experience.

Where to apply:

· If applying for this position, please fill out an online application https://www.pawpaw.net/about/employment and submit the application along with your resume to Karla Tacy [email protected].

Mail to: Village of Paw Paw PO Box 179

Paw Paw, MI 49079

Pay: $20.00 - $25.00 per hour

Expected hours: 30.0 per week

Work Location: In person