Office Support Specialist - City Clerk

About the Role

The Office Support Specialist - City Clerk performs essential day-to-day activities of the clerk division, specializing in city licensing and elections, and provides customer service and office support for the Administrative Services Department.

Responsibilities

• Lead election preparation activities, including coordinating polling place logistics, maintaining and testing voting equipment, and creating election guides and forms.
• Develop and update polling place emergency plans, including site safety procedures, evacuation plans, and emergency communications.
• Assist with local, state, and national elections to ensure compliance with statutory requirements:
  • Assemble training materials, precinct supplies, and election judge materials.
  • Assist with election judge training and assignments.
  • Support the redistricting process to balance precinct populations.
  • Process absentee ballot applications, voted ballots, and tabulation.
  • Assist with election night activities.
• Manage city licensing functions in accordance with city code and state statutes:
  • Maintain licensing records and respond to inquiries.
  • Process new and renewal applications, coordinate background investigations with the Police Department, and communicate requirements to applicants.
  • Issue licenses and prepare council reports and public hearing notices.
• Provide exceptional customer service to internal and external stakeholders:
  • Interact professionally to foster open communication and a respectful workplace culture.
  • Participate in citywide training to strengthen competencies in communications, leadership, decision-making, and problem-solving.
  • Respond to inquiries via phone, online, and in-person regarding city services, programs, meetings, and events.
  • Schedule meeting rooms, update information kiosks, notarize documents, and receive applications.
• Provide clerical support to the department:
  • Use Microsoft Office software to produce correspondence, reports, presentations, and certificates.
  • Maintain assigned areas of the city’s website.
  • Process and distribute department mail and coordinate special deliveries.
  • Monitor and order city-wide supplies, including letterhead, envelopes, business cards, and stamps.
  • Process check requests, reimbursements, purchase orders, and invoices.
• Support city events, such as employee training, State of the City, Board and Committee Recognition Event, and Discover Plymouth.
• Assist with records management by scanning documents, creating file structures, and fulfilling data requests.
• Support city council activities, including preparing and distributing meeting packets and maintaining official calendars.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Three years of skilled clerical experience in an office environment.
• Computer proficiency and working knowledge of Microsoft Office Software.
• Ability to work collaboratively, prioritize responsibilities, and manage time effectively.
• Strong oral and written communication skills.
• Ability to handle confidential information discreetly.
• Demonstrated alignment with the City of Plymouth’s CIVIC values (customer focus, integrity, visionary, inclusion, and connection) and support for the city council’s strategic priorities.

Desired Qualifications

• Local government experience.
• Proficiency with office equipment, including postage machines, copiers, scanners, and switchboards.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat Pro, Publisher, and Adobe Reader Software.
• Professional business writing skills.

Physical Requirements

• Ability to lift and carry items up to 24 pounds from 0 to 6 feet, including election materials, voting equipment, mail bins, files, and office supplies.
• Must be physically present and able to travel to various city buildings and polling places as needed.