Office Support Specialist (Fleet)

City of Bloomington • Bloomington, MN

7d • Onsite

About The Position

The City of Bloomington is seeking an individual to perform advanced level office support duties independently or with a minimum of supervision while maintaining high accuracy. The City values and expects employees to model and contribute to a positive work environment, a culture of communication, engagement, and safety. Employees are expected to communicate effectively and respectfully with employees and the general public, including those of diverse backgrounds. They should work cooperatively as a team member, developing and maintaining effective working relationships with diverse coworkers and community members, and consistently bring a high level of self-awareness and empathy to all personal interactions. Employees are expected to embrace the City’s shared values and contribute towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly.

Requirements

• Ability to operate a keyboard with speed and accuracy
• Possess excellent clerical aptitude, organizational skills, and critical thinking skills
• Possess good mathematical aptitude
• Ability to take minutes with speed and accuracy, if required for the particular position
• Ability to communicate effectively orally and in writing, and over the telephone and in person
• Ability to develop and maintain effective working relationship with the public and City staff
• Ability to multitask while maintaining a professional and positive attitude
• Ability to work cooperatively as a team member
• Ability to work under minimal supervision, effectively under pressure, and meet deadlines
• Ability to work overtime when necessary, and attend night meetings when needed
• Skilled in preparing correspondence accurately and sending it out promptly in a neat and readily understood fashion
• Ability to complete reports and agenda materials correctly and on time
• Ability to maintain files in an accurate, complete, and timely manner
• High School graduate or equivalent
• Three years of office support experience
• Excellent Microsoft Office Suite skills

Nice To Haves

• Experience working with the public in a local government or DOT setting
• Experience with Munis or similar financial software
• Experience with GIS, Laserfiche, SharePoint, and/or CityView
• Experience with Adobe Acrobat PDF editing software
• Experience with entering work orders in an asset management software program, i.e. Asset Works
• Experience administering a business-related social media account, i.e., Facebook, Twitter, LinkedIn
• Two years of post-high school education
• Ability to speak a second language, in addition to English that has a recognized presence in the community. (Spanish, Somali, Vietnamese, Chinese Mandarin, Cambodian, etc.)

Responsibilities

• Receives and screens the general public and answers questions or makes referrals where appropriate and communicates effectively with the public and City staff ensuring dissemination of complete and accurate information
• Initiates and composes responses to routine letters and completes reports or correspondence as requested
• Drafts, creates, proofreads, maintains, and edits documents and forms
• Provides research assistance through use of internet and social media
• Prepares various reports for Division or Department as well as specialized reports as requested
• Maintains up-to-date filing system to ensure accurate record-keeping and prompt retrieval of desired materials (i.e., correspondence, policies, etc.)
• Responsible for distributing mail and maintaining needed supplies and equipment
• Responsible for license and titling of new vehicles and renew tab replacements as needed
• Processes a variety of correspondence for other personnel in the Division or Department upon request
• Uses office equipment and software applications with a high degree of proficiency and may troubleshoot basic hardware and software problems
• Supports staff in preparation of City Council agenda items materials and presentations
• Assists in the preparation of budget documents and CIP
• Assists with purchasing, invoices, and contracts
• Assists with Public Works Safety Program; scheduling trainings, preparing documents and keeping accurate records
• Schedules and assists with meetings; may take notes or minutes at meetings, transcribe dictation, and prepare in final form when required
• Provides leadership and support to other support staff
• Performs other duties or responsibilities as apparent or assigned

What This Job Offers

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