Office Support Specialist - Public Safety

Description

At the City of Plymouth, we all work together to add quality to life. This mission and our guiding values – CIVIC: customer focus, integrity, visionary, inclusion and connection – shape our work as we advance the City Council’s strategic priority to be a city of choice. We are seeking candidates who are eager to adopt and champion our mission and values.

The Office Support Specialist - Public Safety will independently and responsibly perform administrative functions for management and supervisory staff in a professional and timely manner. Support public safety department through technical writing, document management, customer service and other administrative functions.

Essential Functions

Provide exceptional customer service to internal and external customers in a manner that inspires professionalism, strong communication, team building and alignment with city values.

• Respond to public inquiry by phone, mail, email and in-person; communicate information accurately and timely; refer inquiries to appropriate staff when necessary.
• Help create and maintain a respectful workplace culture and champion equity and inclusion.
• Participate in city-wide training designed to strengthen skills in areas such as communications, leadership, decision-making and problem solving.
• Implement new customer service strategies when appropriate that ensures service delivery and contact with both the public and internal staff is professional and helpful.
  
  

Provide administrative and clerical support for department operations which may include;

• Perform professional administrative support work including drafting correspondence, data entry, scanning, faxing, copying, indexing, filing, calendar management, meeting logistics and support and any other clerical or administrative support function necessary for efficient operations of the public safety department.
• Perform various checks, research or data entry and process permits to support public safety work.
• Process and code incident reports in accordance with Bureau of Criminal Apprehension guidelines.
• Disseminate information and reports to the public, other agencies and/or staff as needed.
• Transcribe reports, statements, dispositions, 911 tapes and other various media in a confidential and accurate manner.
• Manage department records, including electronic media, and respond to data requests in conformance with state statute.
• Uphold the confidentiality of public safety department information.
• Sort and distribute mail as required for the public safety department.
• Prepare payroll documentation.
• Manage and update documents and form on department’s SharePoint.
• Assure files are being filed and retained per policy and department practices.
• Responsible for coordinating and maintaining organization in the electronic and paper filing system.
• Order office supplies and ensure essential office items are available.
  
  

May be assigned to perform administrative work in specialty areas as needed or assigned including, but not limited to: receive, preserve, catalog, store, destroy and/or disperse evidence that is submitted into the property room, and maintain accurate records of the same.

Perform related work as apparent or assigned.

• Must be able to work effectively under pressure and meet deadlines.
• Provide administrative and clerical assistance and support for miscellaneous projects and events
• Provide backup to other administrative staff as needed or assigned.
  
  

Qualifications

Minimum Qualifications

• High school diploma or equivalent
• Minimum of three years of office support or clerical/administrative experience
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher), and ability to type 60 wpm and transcribe data
• Strong customer service skills
• 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.
• Must be able to develop and maintain positive and effective working relationships with other employees, citizens, contractors, and others.
• Ability to work accurately and efficiently in a fast-paced environment
• Ability to work with initiative and without direct supervision
• Ability to understand and follow oral and written instructions, as well as to communicate effectively orally
  
  

Desired Qualifications

• Five or more years of office support or clerical experience
• Ability to speak a second language in addition to English
  
  

Supplemental Information

Very frequent (often required to perform the job): sitting or standing, stationary desk or bench work with neck bent forward, handling objects (grasping, turning or otherwise using hands or hand), repetitive hand motion (typing, using computer). The employee must be able to lift/carry items from 0 – 5 pounds from 0 – 6 feet. Employee must be able to lift items such as files, binders and office equipment.

The City of Plymouth offers a comprehensive benefits plan, developed with input from staff during robust benefits committee meetings. The following is a summary, contact hr@plymouthmn.gov for more detailed plan information.

Insurance Benefits

• Health insurance provided by HealthPartners - two plan designs to choose from with different deductibles and coinsurance amounts. Three networks available from narrow to open access, allowing for a range in premium cost.
• VEBA Health Reimbursement Account (HRA) - employer funded tax-free account to be used to help pay eligible medical expenses such as deductibles, coinsurance and other out of pocket expenses such as dental and vision care.
• Medical and Dependent Care flexible spending accounts (FSAs)
• Dental insurance provided by Delta Dental
• Basic Life, AD&D and Long Term Disability coverage provided to all employees
• Additional voluntary life insurance available
• Voluntary vision insurance
• Voluntary supplemental short-term disability insurance
• Employee Assistance Program (EAP)
  
  

Retirement and Medical Savings Plans:

• PERA pension
• Deferred compensation 457 retirement savings opportunities through multiple vendors
• Tax free post-employment health care savings plans (eligible employees transfer severance payments to VEBA HRA)
  
  

Leave and Time Off:

• Annual leave (PTO) and Earned Sick and Safe Time (ESST) starting at 23.75 days per year, accrued per pay period
• 40 hours of extended illness leave per year, accrued per pay period up to 600 hours. This benefit provides income continuation during a period of personal illness or injury.
• 12 holidays per year
  
  

Note: benefits may vary based upon labor agreements and FTE status of position.

01

Describe your general office support and/or clerical experience. Be detailed and include where and when you obtained this experience. If you do not have this experience, please type NA.

02

Describe your experience and proficiency with Microsoft Office software (Word, Excel, PowerPoint, Publisher).

03

Describe your experience managing department records, including electronic media, and respond to data requests in conformance with state statute.

04

Describe your experience working with individuals or teams outside your immediate department or organization.

• Required Question