What are the responsibilities and job description for the Office Specialist (Part-time) position at City of Dubuque, IA?
Position Summary
**This position will be guaranteed work for 10 hours per week (0.25 FTE).
GENERAL SUMMARY: Answer inquiries and provide information to the general public, customers, visitors, and other interested parties regarding activities conducted across the departments within the City of Dubuque; provide routine administrative support functions with a high level of accuracy, attention to detail and confidentiality by organizing and maintaining paper and electronic files, handling information requests, providing back-up assistance for receiving visitors, providing information to callers; and performing other duties as assigned.
Job Duties
JOB DUTIES:
- Efficiently transfer emails from Outlook to LaserFiche, ensuring all attachments in various electronic formats are included and documents are accurately templated for electronic filing.
- Utilize a multifunction machine to scan paper original documents into LaserFiche.
- Answer telephone calls to direct inquiries or provide information.
- Welcome customers and visitors, referring them to the appropriate personnel.
- Input information into databases or software programs.
- Operate computers, office equipment, and communication systems.
- Report maintenance or equipment issues to the relevant personnel.
- Sort and distribute incoming mail to the correct staff or office.
- Proofread and review documents, records, and files for accuracy, completeness, and consistency. Stay updated with current knowledge related to work activities.
- File documents or records systematically.
- Analyze operational or research data.
- Prepare business correspondence.
- Organize paper documentation into presentable packets.
KNOWLEDGE, SKILLS AND ABILITIES:
- Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
- Attention to Detail – Ability to complete tasks thoroughly, accurately, and consistently.
- Office Equipment, Computers and Electronics - Knowledge of standard computer programs such as Microsoft Suite, File Explorer and Windows 11. Ability to learn specialized computer programs such as LaserFiche and Mitel Telephone System Software. Experience using standard office equipment such as multifunction printer/scanner, calculator, etc.
- Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Service Orientation - Looking for ways to help people.
- Speech and Written Clarity and Expression - Communicating clearly by speaking or writing.
- Organizational Skills – Ability to prioritize tasks, manage time efficiently, and maintain orderly systems for paper and electronic files.
Qualifications
MINIMUM QUALIFICATIONS:
- Possession of a high school diploma or equivalency.
- Experience using Microsoft Office Suite programming.
A typing test will be administered as part of the hiring process and a score of 30 wpm or higher will be set as a passing score.
Supplemental Information
FLSA (OVERTIME) STATUS: Non-exempt
RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practicable after appointment, but within two years of appointment.
Our Commitment to You
The City of Dubuque is committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities, in compliance with all applicable federal and state laws. Our organization provides equal opportunities for all individuals, fostering a workplace that values innovation, collaboration, and work-life balance. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our growing community. In accordance with legal obligations our policies and practices are designed to ensure fair treatment and foster a respectful workplace where all are encouraged to apply.