What are the responsibilities and job description for the Management Support Specialist position at City Of McMinnville?
The City of McMinnville is looking to hire a Management Support Specialist/Community Engagement Coordinator for the Police Department. This position provides support to multiple critical police functions, including the Records Section and business office functions. The position provides customer services to citizens and interacts with other city departments on a regular basis. The position includes an emphasis on citizen engagement through active social media posting and by participating in community events on behalf of the Police Department.
The ideal candidate for this position will be self-motivated, organized, quick to learn, and not afraid to ask questions. We are looking for someone with experience in accounts payable and accounts receivable, and/or other office and administrative functions. The ideal candidate will have experience providing customer service to a wide demographic. We are looking for someone who can juggle multiple tasks and who thrives in a dynamic work environment.
Required
This position will remain open until filled. For best consideration, please submit your application and required materials by Monday, December 8th.ESSENTIAL JOB FUNCTIONS:
Accounts Payable
Knowledge Of
Any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described. A typical way to qualify would be a high school degree plus at least 2 years of related training/experience. This position also requires:
The position requires regular (60-80%) ability to use dexterity and fine motor skills assemble, build or repair machines or other objects. Continuous (81% of the time) use of office equipment. The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination. The work environment is usually well-protected, with minimal hazards or obstacles (5-20%). There is little or minimal element of personal risk or hazard. Job conditions are usually comfortable, with minimal (5-20%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have minimal responsibility for driving.
Supervisory Responsibilities
Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel and may assign work to student workers.
Supervision Received
Works under the general direction of Support Services Manager.
Additional Requirements
The City of McMinnville is an equal opportunity employer.
Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices)
to participate in the recruitment and/or selection process should contact Vicki Hedges, Human Resources Director.
The City of McMinnville is proud to hire veterans.
Applicants are eligible to use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically attach the required documentation at the time of application.
Documents Required
The City of McMinnville prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of McMinnville are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics.
The ideal candidate for this position will be self-motivated, organized, quick to learn, and not afraid to ask questions. We are looking for someone with experience in accounts payable and accounts receivable, and/or other office and administrative functions. The ideal candidate will have experience providing customer service to a wide demographic. We are looking for someone who can juggle multiple tasks and who thrives in a dynamic work environment.
Required
This position will remain open until filled. For best consideration, please submit your application and required materials by Monday, December 8th.ESSENTIAL JOB FUNCTIONS:
Accounts Payable
- Lead employee responsible for accounts payable functions for the Police Department.
- Create and process purchase orders (PO) and requests for payment (RFP) .
- Track and receive billing for other departments/businesses.
- Assist citizens walking at the front counter.
- Assist citizens via phone calls and emails
- Process police forms such as CCR’s, e-tickets, and Trespass Enforcement agreements.
- Process human resources and training forms for police department employees.
- Perform evidence and property related tasks when Police Evidence Technician is unavailable.
- Other administrative tasks as assigned.
- Create and share content for continuous community engagement.
- Collaborate with other departments to manage reputation and coordinate actions.
- Order and design promotional materials.
- Coordinate Police Department involvement in numerous city events (National Night Out, Community Fair, Cruising McMinnville, Trick-or-Treat on 3rd etc.).
- Establish and maintain effective working relationships with staff, other agencies, and the public.
- Perform other duties as assigned within the scope of the classification.
- Participate in committees when requested.
- Maintain proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
- Maintain work areas in a clean and orderly manner.
- Maintain confidentiality, data integrity, and comply with all related city, state, and federal standards related to confidentiality.
Knowledge Of
Any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described. A typical way to qualify would be a high school degree plus at least 2 years of related training/experience. This position also requires:
- General office procedures and office equipment.
- General computer skills, and various office and business software products.
- Electronic and manual filing and record keeping systems.
- Basic math and business writing.
- Customer service techniques to work effectively with customers in person, by telephone, and via email.
- Track and prioritize multiple tasks at the same time with meticulous attention to detail.
- Problem-solve to perform job functions with sometimes limited or ambiguous information.
- Manage paperwork and keep track of assigned tasks
- Provide excellent customer service.
- Communicate with internal and external departments and divisions.
- Ensure accuracy in communicating information to the public and other stakeholders.
- Pass an extensive law enforcement background check.
- Exemplify traits that reflect the City’s culture, including integrity, customer service orientation, cultural competency, trustworthiness, flexibility, and a willingness to change.
The position requires regular (60-80%) ability to use dexterity and fine motor skills assemble, build or repair machines or other objects. Continuous (81% of the time) use of office equipment. The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination. The work environment is usually well-protected, with minimal hazards or obstacles (5-20%). There is little or minimal element of personal risk or hazard. Job conditions are usually comfortable, with minimal (5-20%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have minimal responsibility for driving.
Supervisory Responsibilities
Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel and may assign work to student workers.
Supervision Received
Works under the general direction of Support Services Manager.
Additional Requirements
- Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
- Finalists for this position will be subject to a computerized criminal history check, driving record check (if driving is required for the position), and education and certification verification. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.
- The City of McMinnville does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States.
- Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want considered towards placement.
The City of McMinnville is an equal opportunity employer.
Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices)
to participate in the recruitment and/or selection process should contact Vicki Hedges, Human Resources Director.
The City of McMinnville is proud to hire veterans.
Applicants are eligible to use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically attach the required documentation at the time of application.
Documents Required
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension. If you need to request a copy of your DD-214, click here.
- Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
The City of McMinnville prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of McMinnville are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics.
