Dispatching Clerk Jobs (NOW HIRING)

Position Summary

The position of Dispatch Clerk’s primary responsibility is to enter information into our database and dispatching software from received documents with a high degree of attention to detail. The company will rely on you for entering accurate and updated data that is then passed along to other team members for continued processing. Additionally, the position is responsible for assisting with the direction and dispatching of technicians in the field as well as processing payments from customers. You will be in direct communication with the court/agency of the job order to make sure all jobs are completed as received. This position will also process incoming phone calls, respond to internal and external requests for general information, schedule appointments, and welcome customers. This position reports to the Director of Operations.

Essential Duties

• The Dispatch Clerk will perform the following general duties as outlined below:

• Monitor incoming emails for registrations and enter client information into the appropriate database(s)

• Type in data provided directly from customers

• Verify data by comparing it to source documents

• Update existing data in web-based databases

• Retrieve data from the database or electronic files as requested

• Answer and screen incoming calls in a polite and courteous manner

• Enter specific job information into the dispatching software to generate a new job ticket for field technicians

• Coordinate the efficient delivery of services in the field through our dispatching system.

• Verify dispatched jobs in the field are completed.

This position assists the Director of Operations and the Client Billing Specialist, as needed, and in the event of their absence by performing essential functions, as assigned, to ensure the continuity of operations.

Qualifications, Education and/or Experience

A candidate for the position of Dispatch Clerk must have a high school diploma or its equivalent with at least 2 years’ experience as a data entry clerk, clerk, dispatcher, office secretary, office assistant, or similar position. Excellent interpersonal, organization, written and oral communication skills; ability to work reliably without close supervision; ability to exercise discretion and a sound non-judgmental approach while interacting with staff and customers, and the ability to calmly handle multiple assignments.

Supervisory Responsibilities

This position is responsible for supervisory responsibilities as delineated in accordance with the Ohio AMS organizational chart.

Key Competencies

• Multi-tasking

• Decision-making

• Communication

• Organization, prioritization & time management skills

• Attention to detail

• Directional awareness

Skills and Abilities

The ability to manage multiple tasks simultaneously while still maintaining attention to detail is critical in this position. Proficiency with phone systems, computers, calculators, fax machines, copiers, telephone and a variety of other office/clerical equipment, computer database software and word processing software (Microsoft Word preferred). Strong organizational skills, basic knowledge of English grammar, spelling, punctuation and word definitions. Ability to communicate both verbally and in writing. Ability to perform accurate typing duties. Work requires continual attention to detail.

Other Skills and Abilities:

· Professional demeanor with great customer service skills and energetic attitude

· Ability to type quickly and accurately

· Excellent knowledge of word processing tools and spreadsheets (MS Office, Word, Excel, Teams, etc.)

· Working knowledge of office equipment and computer hardware and peripheral devices

· Basic understanding of databases

· Good command of English both oral and written

· Excellent customer service skills

Typical Mental and Physical Demands

Ability to give, receive and analyze information, formulate work schedules, and prepare written materials. Must understand people from all walks of life and be able to communicate effectively with them. The work to be performed is primarily within the assigned office area of the business. Most of the work will be performed at a desk while sitting in a chair. Most of the work will be performed while sitting. The remainder of the work will be carried out while standing or walking. Some lifting of office supplies, equipment weighing generally less than 15 pounds will be required. The work mainly involves reading, writing, and use of a computer. Position requires manual dexterity sufficient to operate standard office machines, i.e. computers, fax machines, telephone and other office equipment. Specific vision abilities required by this job include close vision and ability to adjust focus. The noise level in the work environment is usually quiet.

The physical demands and work environment described are representative of those which must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

Cross-Training

Each employee will be cross trained in various skills and responsibilities of other positions within the organization. No single employee will be trained to cover another’s position entirely. It is the goal of Ohio AMS to cross training its employees to perform various essential functions of the organization's work to provide each employee with the opportunity to learn new skills, to combat boredom and provided added value to their skill sets. Cross training also provides the organization with the ability to navigate extended leaves of absence without compromising customer service. It is the responsibility of each supervisor to determine, in conference with employees, how staff shall be cross-trained and in which skills and responsibilities.