Office Specialist

Full-time, 40 hours per week. Monday–Friday, 8:00 A.M. to 4:30 P.M.

About the role

This position serves as the main front-entrance receptionist, greeter, and face of City Hall, welcoming citizens, visitors, and employees. The role provides administrative support by assisting the public, answering telephones, receiving visitors, performing data entry, managing supplies, distributing and metering mail, processing special-event applications, researching and managing projects, preparing reports, maintaining records, and ensuring compliance with policies and procedures.

Responsibilities

• Administers and manages various projects and programs.
• Greets citizens and visitors; responds to inquiries and redirects as needed.
• Receives and screens phone calls; answers inquiries and redirects calls internally and externally.
• Provides information to citizens and employees.
• Provides clerical support to the Administration Department, including special projects.
• Processes and enters information into computerized systems; codes, verifies, updates, edits, and corrects data; produces reports.
• Creates and maintains department systems, files, and records in accordance with retention schedules.
• Performs word-processing activities; composes correspondence independently and in accordance with procedures.
• Processes mail.
• Orders supplies, maintains inventory, and manages purchase orders and requisitions.
• May perform other department-specific administrative duties as assigned.
• Attendance at off-site courses, trainings, or seminars may be required.

Requirements

• High school diploma or GED.
• Six months of experience in an office setting providing administrative support or related field.
• Proficient in basic software including Microsoft Word, Excel, and Outlook.

Qualifications

• Strong customer service skills, positive attitude, patience, professionalism, and ability to maintain confidentiality.
• Dependability and reliability.
• Thorough knowledge of standard office practices, procedures, equipment, and assistance techniques.
• Thorough knowledge of business English, spelling, and arithmetic.
• Thorough knowledge of the organization and functions of the department and general administrative policies.
• Ability to keep office records and prepare accurate reports from file sources.
• Ability to perform and organize work independently.
• Ability to prepare effective correspondence independently.
• Ability to type accurately at a reasonable speed.
• Ability to operate standard office equipment and applicable software packages.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with associates and the public.

Physical requirements

• Occasional exertion of up to 25 pounds of force.
• Regularly requires speaking or hearing, using hands to finger, handle, or feel, and repetitive motions.
• Frequently requires sitting; occasionally requires standing, walking, reaching with hands and arms, pushing, pulling, and lifting.
• Standard vision requirements.
• Vocal communication required for expressing or exchanging ideas by spoken word.
• Hearing required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment, and observing surroundings.
• Work is generally in a moderately noisy location (e.g., business office, light traffic).

Pay

Hiring range: $23.21 to $24.14 per hour ($48,295 – $50,219). Full range goes to $32.70 per hour. Salary increases include an annual increase on your anniversary date and a 6% cost-of-living adjustment in January 2027 per Union contract.

Benefits

• Comprehensive benefits package including medical, dental, and life insurance.
• Flexible spending plan and Health Savings Account (HSA).
• Generous paid time off plans, including Earned Sick and Safe Time (ESST) and 11 paid holidays.
• MN Public Employees Retirement Association (PERA) pension.
• Deferred compensation plan.
• Continuing education opportunities.

Work environment

• Positive, friendly, and team-oriented culture.
• Flexibility to support work-life balance.
• Ongoing training and career development.
• Opportunity to make a difference in the community.