AZ STATE LAND DEPARTMENT

Since its inception in 1915, the Arizona State Land Department has been entrusted with managing approximately 9.2 million acres of State Trust lands scattered throughout Arizona. The Common Schools (K-12) are the largest beneficiary entitled to approximately 87% of the land and receiving close to 90% of State Trust Land revenues. Through the application of sound stewardship, and effective business management principles, the Land Department can succeed in its mission of responsibly managing the assets of a multi-generational perpetual Trust in alignment with the interests of the beneficiaries and Arizona’s future. Are you ready to join us in our mission?
Please apply today!
For general information, visit our website: www.azland.gov
1110 West Washington, Suite 510 Phoenix, AZ 85007

CUSTOMER SERVICE REPRESENTATIVE 3

Job Location:

Address:  1110 West Washington Street, Suite 510
Phoenix, Arizona, 85007

Posting Details:

Hourly Rate: $18-$21 

Grade: 16

Closing Date: Open Until Business Needs Are Met

Job Summary:

The Arizona State Land Department manages more than 10,000 leases, permits, rights of ways, sales and other contracts relating to the management use and disposition of 9.2 million acres of State Trust lands. State Trust lands are lands granted to the State of Arizona pursuant to the federal Enabling Act. The Trust lands are held in Trust for the common public schools and 13 other public institutions. Any use or disposition of Trust lands must benefit the Trust's beneficiaries.

Under the direction and guidance of the Administrative Procedures & Information Section (APIS) Manager, the Customer Service Representative 3 has direct responsibility in the management and production of the agency's public records and performs senior level customer service activities (in person, via email, and by telephone). This position is also responsible for maintaining the Department’s filing system including retrieval, filing, file conversion, redacting and scanning. Attention to detail is a fundamentally important aspect of this job.

This position serves as the first point of contact at the public records counter or reception/mailroom and over the phone.

This position is an on-site position with no teleworking options. The hours for this position are 8:00 a.m. to 5:00 p.m., Monday through Friday.

 

Job Duties:

Answer and adjudicate general information and document inquiries received from the Department’s main phone line, web, and email. Assist walk-in customers and staff in researching records via the Department's computer and filing systems. Assist with public record requests, search for responsive materials using manual and electronic systems, redact documents as necessary and ensure production to requestor. Assist customers in locating, printing, and purchasing Maps and Recreational Permits. Serve as "Cashier" for walk-in transactions and payments.

Prepare documents for scanning, filing, and retention. Maintain the Department’s file inventory by updating electronic systems with file location and box manifest. Retrieve files and boxes from central files and retention for customers and inventory. Gather and prepare cancelled files for transfer to retention. Be a team resource to answer procedural or system related questions and help develop desk level procedures for researching and resolving discrepancies.

Receive, sort, and distribute the Department’s in-coming mail & deliveries. Collect, sort, meter, and mail the Department’s out-going mail. Print, envelope & mail invoices with direction from the Accounting Section. Receive all goods & services physically and into the Arizona Procurement Portal (APP), with direction from the Accounting Section. Process address changes from returned mail and customer requests. Deliver deposits to Treasurer's office and retrieve warrants as necessary.

Apply the principles, theories, and concepts of the Arizona Management System; actively participating in daily group huddles and huddle board updates; continually identifying areas for process and quality improvement; adhering to established standard work and procedures.

Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge
• Appropriate use of grammar, punctuation, and formatting of various business documents.
• Professional office management practices and procedures
• Record retention requirements and restrictions
• Filing and sca