Office Support Specialist - Public Safety

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 position will independently and responsibly perform a wide range of administrative functions in support of management and supervisory staff in a professional, accurate, and timely manner. This position will provide administrative support to the Fire Department within the Public Safety Department through technical writing, document management, customer service, and other administrative services. This position will assist with departmental projects and operational needs while maintaining effective communication and organizational efficiency. 

• Cross-training opportunities with Police Department tasks and projects are included to promote collaboration and operational support. 
• This position is based at Fire Station II.

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.

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

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.

Salary : $30 - $39