Office Support Specialist - Public Safety

About the role

The Office Support Specialist position provides administrative support to the Fire Department within the Public Safety Department. This includes technical writing, document management, customer service, and other administrative services. Cross-training opportunities with the Police Department are included to promote collaboration and operational support.

Responsibilities

• Provide exceptional customer service to internal and external customers.
• Respond to public inquiries by phone, mail, email, and in-person.
• Communicate information accurately and timely; refer inquiries to appropriate staff when necessary.
• Implement new customer service strategies to ensure professional and helpful service delivery.
• Perform professional administrative support work including drafting correspondence, data entry, scanning, faxing, copying, indexing, filing, calendar management, meeting logistics, and support.
• Process and code incident reports in accordance with Bureau of Criminal Apprehension guidelines.
• Disseminate information and reports to the public, other agencies, and/or staff as needed.
• Transcribe reports, statements, dispositions, 911 tapes, and other various media in a confidential and accurate manner.
• Manage department records, including electronic media, and respond to data requests in conformance with state statute.
• Sort and distribute mail as required for the public safety department.
• Prepare payroll documentation.
• Manage and update documents and forms on department’s SharePoint.
• Affirm files are being filed and retained per policy and department practices.
• Cook up and maintain organization in the electronic and paper filing system.
• Order office supplies and ensure essential office items are available.
• May be assigned to perform administrative work in specialty areas as needed or assigned, including receiving, preserving, cataloging, storing, destroying, and dispersing evidence submitted into the property room, and maintaining accurate records of the same.
• Perform related work as apparent or assigned.
• Provide administrative and clerical assistance and support for miscellaneous projects and events.
• Provide backup to other administrative staff as needed or assigned.

Requirements

• High school diploma or equivalent.
• Minimum of three years of office support or clerical/administrative experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher).
• Ability to type 60 wpm and transcribe data.
• Strong customer service skills.
• Demonstrated conduct/performance that supports and advances the City of Plymouth's mission and guiding values, as well as the City Council's strategic themes.
• Ability to work effectively under pressure and meet deadlines.
• Ability to work with initiative and without direct supervision.
• Ability to understand and follow oral and written instructions, as well as to communicate effectively orally.

Qualifications

• Five or more years of office support or clerical experience preferred.
• Ability to speak a second language in addition to English preferred.