Office Support Representative

4 weeks ago

Plymouth, United States City of Plymouth, MN Full time

Description

Provide front desk customer service support for city hall and office support services for the Administrative Services Department, City Clerk Division.

Essential Functions

Provide exceptional service to internal and external customers.

* Interact with others in a manner that is professional and inspires open communication.
* Help to create and maintain a respectful workplace culture and champion diversity, equity and inclusion.
* Participate in citywide training designed to strengthen competencies in areas such as communications, leadership, decision-making and problem solving.



Serve as main receptionist for city hall, receive visitors, answer calls and online inquires in a pleasant, businesslike manner and answer questions or direct individuals in a manner that provides them their needed information accurately and with minimum delay.

* Respond to a wide variety of online, telephone and in-person inquiries regarding city services, programs, meetings, events, and directs those inquiries to the appropriate individuals/departments.
* Schedule meeting rooms.
* Update information kiosk in the front lobby.
* Notarize documents.
* Receive applications for various licenses.



Provide clerical support to the department ensuring materials are prepared and processed accurately, in the proper format and in a timely fashion.

* Use Microsoft Office software to produce correspondence, reports, presentations and certificates.
* Provide assistance on various projects as assigned.
* Maintain various areas on the city's website as assigned.
* Receive and/or coordinate special deliveries.
* Process and distribute department mail.
* Assist with various city events, such as employee training events, State of the City, Board and Committee Recognition Event, Discover Plymouth and other events as assigned.
* Order office supplies for the department and city-wide supplies (letterhead, envelopes, cardstock, business cards, stamps, etc.) as requested.



Assist with records management program

* Utilize the record retention schedule for short-term and permanent retention of records.
* Prepare, scan, classify and upload documents.
* Assist with data practices requests as requested.



Perform duties related to supporting city council activities including, but not limited to, preparing and uploading council information and meeting agenda packets, coordinating delivery, ordering meals and updating calendars.

Assist with local, state and national elections to ensure that elections conform to all statutory requirements.

* Assemble training materials, precinct materials, supply boxes, transfer cases and others.
* Assist with election judge training.
* Process absentee ballot applications, return of voted ballots and tabulation of ballots.
* Assist with testing of voting equipment.
* Assist with election night activities and other election-related duties as assigned.



Assist with city licensing function for various licenses in accordance with city code and state statute.

* Maintain required licensing records.
* Process applications, coordinate with Police Department on the background investigations, communicate with applicants, issue licenses and respond to license inquiries.



Perform other duties as apparent or assigned.

Qualifications

Minimum Qualifications

* High school diploma or equivalent


* Working knowledge of generally accepted office procedures and filing practices.


* Experience providing exceptional customer service.


* Computer proficiency and working knowledge of Microsoft Office software


* 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 effectively work with others and back up others when assigned.


* Ability to deal discreetly with confidential departmental information.


* Ability to prioritize work responsibilities and effectively utilize time.


* Ability to communicate effectively both orally and in writing and respond professionally to customer inquiries.



Desired Qualifications

* Local government experience


* Skilled in use of computers and general office equipment including postage machine, copier, scanners, and switchboard


* Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat 9 Standard, Publisher, and Adobe Reader Software


* Professional business writing skills



Supplemental Information

The employee must be able to lift/carry items from 0 - 24 pounds from 0 - 6 feet. Employee must be able to lift items such as election materials/supplies, voting tabulators, ballots, election storage materials, mail bins and packages, files, office equipment and copy paper.

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