Office Support Specialist (Fleet)

• Models and contributes to a positive work environment, culture of communication, engagement and safety
• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
• Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

• 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

• 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

• 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.)

Salary : $32 - $34