OFFICE SPECIALIST

Office Specialist

Full-Time, 40 hours per week.

Hours : Monday-Friday 8 : 00 A.M. to 4 : 30 P.M.

The City of Moorhead is accepting applications for an Office Specialist position in the Administration Department. This position is the main front entrance receptionist, greeter and face of City Hall welcoming citizens, visitors and employees.

This administrative support position performs basic work assisting the public, answering the telephone, receiving / greeting visitors, performing data entry of invoices, ordering and maintaining supplies, distribution of mail and metering mail, inputting special event applications, researching and managing special projects and / or programs, responding to questions, preparing reports and documents, maintaining records and files, completing word processing activities, ensuring compliance with policies, procedures, ordinances, regulations, and related work as needed.

ESSENTIAL FUNCTIONS : The essential functions of the position include, but are not limited to the following major duties performed.

Duties are listed from most to least important.Administers and manages various projects and programs.

• Greets citizens and visitors; responds to various inquiries; redirects as necessary to appropriate personnel for additional services.
• Receives and screens phone calls; answers inquiries; redirects calls internally and externally as necessary.
• Provides information to citizens and employees.
• Provides clerical support and assistance as needed to the Administration Departments; including special projects as assigned.
• Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files;

produces reports for relevant departments and agencies.

• Creates and maintains department systems, files and records in accordance with appropriate retention schedules.
• Performs word processing activities; composes correspondence independently and in accordance with procedures.
• Processes mail.
• Orders supplies and maintains inventory; maintains purchase orders and requisitions.
• May perform other department-specific administrative duties as assigned. Performs other duties as requested.
• Attendance at off-site courses / trainings / seminars may be required.

MINIMUM REQUIREMENTS : To perform the Office Specialist position successfully, an individual must be able to perform each essential function satisfactorily.

The requirements listed below are representative of the formal education, experience and training required.

Education and Experience

• High school diploma or GED
• Six months experience in an office setting providing administrative support, or related field
• Proficient in basic software including Microsoft Word, Excel and Outlook

The Ideal Candidate : Must have strong customer service skills, a positive attitude, patience, professionalism and able to maintain confidentiality, as well as be dependable and reliable.

KNOWLEDGE, SKILLS, and ABILITIES

• The Office Specialist requires thorough knowledge of standard office practices, procedures, equipment and office assistance techniques;
• thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices;
• ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently;
• ability to prepare effective correspondence independently; ability to type accurately at a reasonable rate of speed; ability to operate standard office equipment and applicable software packages;

ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with associates and the general public.

PHYSICAL REQUIREMENTS and WORKING CONDITIONS

• The Office Specialist position requires the occasional exertion of up to 25 pounds of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires sitting and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling and lifting;
• work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word;
• hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities;

work is generally in a moderately noisy location (e.g. business office, light traffic).

TO APPLY : Complete a City of Moorhead Application and include a letter of interest and resume.

Enjoy the following perks while working for the City of Moorhead :

• Positive, friendly and team-oriented culture
• Comprehensive benefits and pay
• Flexibility to support work-life balance
• On-going training and career development
• Ability to make a difference in our community
• And, so much more

The City of Moorhead is an equal opportunity employer and a proud employer located in the metropolitan region of Fargo-Moorhead