Office Support Coordinator

City of Eden Prairie • Eden Prairie, MN

19h • $25 - $31 • Onsite

About The Position

The Office Support Coordinator supports City operations by welcoming and assisting external and internal customers and ensuring administrative support is provided to City departments efficiently and effectively. The primary position responsibilities and areas of impact are: Provides excellent customer service at the front desk by welcoming and responding to questions, both in-person and on the phone. Responds to calls and requests in a timely manner and efficiently handles questions and inquiries. Transfers calls to other departments and acts as a receptionist on behalf of the City of Eden Prairie. Learns and understands the City of Eden Prairie to be able to effectively field and transfer calls to the right departments and divisions throughout the City. Utilizes knowledge about Eden Prairie to get citizens and customers to the right spot. Ensures support services tasks and requests are completed accurately, efficiently and effectively according to the customer deadline. Coordinates copy center machine maintenance, ordering of supplies, coordinating dog licenses and providing notary public service by following all legal guidelines. Provides administrative support to City departments and divisions by filling in for their front desk as needed, performing support projects such as data entry and filing and records management. Provides support to the elections process by answering questions of the public as it relates to the voter registration and elections, assists in the overall administration of City-run elections, and provides coverage for the election process in an election year. While these areas are the primary focus of this position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as a part of their role with the City.

Requirements

• High school diploma or equivalent (G.E.D.) is required.
• Minimum of two years of relevant work experience is required.
• Computer software proficiency (i.e. MS Word/Google Docs, MS Excel/Google Spreadsheets, etc.) is required.
• Candidates must successfully complete and pass the City’s evaluation of the pre-employment process prior to their first day of employment.
• Pre-employment processes for this position include professional reference checks, background checks and work history verification.
• Accountability: Follows through on commitments. Focuses on appropriate tasks throughout the shift. Is prepared and punctual to all scheduled shifts. Actions and words are in sync. Follows all policies and procedures. Takes responsibility for actions. Shares the right information. Maintains confidentiality.
• Attention to Detail: Produces work that includes minimal errors. Spends the necessary time to review work. Ensures high quality and best product is delivered.
• Organization: Able to keep activities, responsibilities, and tasks moving along to achieve results in a timely manner. Keeps things neat and orderly. Utilizes tools for efficiency. Plans ahead according to the task/project/work deadlines.
• Planning: Thinks ahead to determine how long a task or project is expected to take. Lays out tasks ahead of time to accomplish the goal. Breaks down work in process steps. Considers who and what will impact others.
• Process Management: Knows how to get things done within an organization. Understands who to partner with to maximize efficiency. Establishes and utilizes checklists and tools to ensure consistency when completing tasks. Can simplify a process so the least number of steps are completed while still producing a high-quality product. Informs others of the established process so impacting areas are working together.
• Technical Learning: Consistently achieves the technical knowledge necessary to be effective. Stays up to date with laws, statutes, industry standards, organization, and product information. Able to learn and apply knowledge to work. Utilizes technology to achieve goals/results.

Nice To Haves

• Four-year college degree preferred.

Responsibilities

• Provides excellent customer service at the front desk by welcoming and responding to questions, both in-person and on the phone.
• Responds to calls and requests in a timely manner and efficiently handles questions and inquiries.
• Transfers calls to other departments and acts as a receptionist on behalf of the City of Eden Prairie.
• Learns and understands the City of Eden Prairie to be able to effectively field and transfer calls to the right departments and divisions throughout the City.
• Utilizes knowledge about Eden Prairie to get citizens and customers to the right spot.
• Ensures support services tasks and requests are completed accurately, efficiently and effectively according to the customer deadline.
• Coordinates copy center machine maintenance, ordering of supplies, coordinating dog licenses and providing notary public service by following all legal guidelines.
• Provides administrative support to City departments and divisions by filling in for their front desk as needed, performing support projects such as data entry and filing and records management.
• Provides support to the elections process by answering questions of the public as it relates to the voter registration and elections, assists in the overall administration of City-run elections, and provides coverage for the election process in an election year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED