What are the responsibilities and job description for the Office Specialist position at City of Lino Lakes?
JOB
The Office Specialist role is essential in maintaining the efficiency and quality of city services by providing timely and accurate customer service to the public and offering administrative and office support to the Community Development, Communications, Finance, Human Resources, and Administration departments.Essential Duties and ResponsibilitiesMaintains a consistent presence at the service window and multi-line telephone system during business hours.Serves as a primary staff member responsible for providing customer service and general city information to the public for in-person, telephone, and email inquiries.Performs routine clerical functions, including document reproduction, record maintenance (filing), electronic communication (faxing), and mail distribution.Provides primary backup support to the Building Inspection group, assisting the Permit Technician with permit issuance, inspection scheduling, and cash receipting.Assists with articles for the City-wide newsletter, ensuring timely and relevant information is shared with residents.Provides support for the City's social media platforms, which includes compiling relevant content and diligently monitoring channels for public feedback, questions, and concerns.Help ensure the City’s website is up to date with accurate information, including community announcements, event listings, and news updates.Provide general support to the Communications department, including data entry, scheduling meetings, and organizing files.Assists with capturing photographs and videos for use in a variety of City communication materials, including newsletters, website, and social media.Assists the Finance department with daily tasks such as accounts payable, accounts receivable, invoicing, utility billing, and point-of-sale operations.Assists with entry points, access controls, and keys for employees, contractors, and council members.Orders and maintains inventory of supplies for the general office supply room, including but not limited to paper, ink, pens, and folders.Proactively manages breakroom maintenance, general office up-keep and overall office cleanliness and organization.Responsible for ensuring the functionality of printers, copiers, fax machines, shredding box, and postage machine, including monitoring and maintaining sufficient levels of ink, toner, and postage.Assists with the Civic Complex room reservation process, from addressing initial inquiries to finalizing bookings.Assists with electronic filing and imaging systems for all City files and documents, including preparing, scanning, verifying, and maintaining records.Assists with all aspects of the City outreach programs including registration, payment handling, and monitoring of incoming applications.Attends monthly Environmental Board meetings and takes board minutes.Prepares and distributes Environmental Board meeting packets to board members and for publication on the city website.Assists with election procedures, including absentee voting and voter registration.Provides general administrative office support to all city departments and staff.Performs other duties as assigned or apparent.Note: These examples are intended only as illustrative of various types of work performed and are not all inclusive. The City reserves the right to add, modify, change or rescind work assignments.Required Knowledge and AbilitiesAbility to handle a number of tasks simultaneously with interruptions, manage and prioritize time accordingly, and set and meet deadlines.Ability to represent the City in a courteous and professional manner at all times.Strong working knowledge of efficient office practices, established administrative procedures, and the operation of standard office equipment.Ability to issue building permits when backing up the Permit Technician.Ability to learn specific imaging software programs.Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and common database applications.Excellent written and verbal communication skills, with the ability to effectively convey information and ideas to colleagues, supervisors, and the public. Strong interpersonal skills with the ability to establish and maintain positive and productive working relationships with supervisors, colleagues, and members of the public.Minimum QualificationsHigh School Diploma or GED.A minimum of one year of professional office experience, including roles with receptionist or customer service responsibilities.Practical experience using word processing and spreadsheet software, along with a working knowledge of basic bookkeeping and cashiering.Preferred QualificationsAssociate’s degree in office administration, business administration, communications or a related field from an accredited institution.Familiarity with document imaging systems and record retention practices.Experience working within the government sector or with municipalities.BS&A financial and permit software experience.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.While performing the duties of this job, the employee will primarily be sitting.Frequent use of hands and arms for tasks such as typing, handling objects, and reaching.Occasional lifting and carrying of objects up to 20 pounds, such as office supplies, equipment, and files.Requires close vision and the ability to adjust focus.Work EnvironmentThis position primarily works in an office environment with moderate noise levels. Employees will be exposed to computer screens for extended periods. The ability to work effectively in a shared workspace with occasional distractions is essential.Conditions of Employment Adherence to all organizational and departmental policies is required.Expected Hours of WorkThis is a full-time position with a standard workweek. Attendance at monthly evening Environmental Board meetings is required.The City of Lino Lakes is an Equal Opportunity Employer committed to creating a diverse, equitable, and inclusive workplace. We comply with the Americans with Disabilities Act and will provide reasonable accommodations to qualified individuals with disabilities. We encourage all qualified candidates, including those from historically underrepresented groups, individuals with disabilities, and veterans, to apply.
The Office Specialist role is essential in maintaining the efficiency and quality of city services by providing timely and accurate customer service to the public and offering administrative and office support to the Community Development, Communications, Finance, Human Resources, and Administration departments.Essential Duties and ResponsibilitiesMaintains a consistent presence at the service window and multi-line telephone system during business hours.Serves as a primary staff member responsible for providing customer service and general city information to the public for in-person, telephone, and email inquiries.Performs routine clerical functions, including document reproduction, record maintenance (filing), electronic communication (faxing), and mail distribution.Provides primary backup support to the Building Inspection group, assisting the Permit Technician with permit issuance, inspection scheduling, and cash receipting.Assists with articles for the City-wide newsletter, ensuring timely and relevant information is shared with residents.Provides support for the City's social media platforms, which includes compiling relevant content and diligently monitoring channels for public feedback, questions, and concerns.Help ensure the City’s website is up to date with accurate information, including community announcements, event listings, and news updates.Provide general support to the Communications department, including data entry, scheduling meetings, and organizing files.Assists with capturing photographs and videos for use in a variety of City communication materials, including newsletters, website, and social media.Assists the Finance department with daily tasks such as accounts payable, accounts receivable, invoicing, utility billing, and point-of-sale operations.Assists with entry points, access controls, and keys for employees, contractors, and council members.Orders and maintains inventory of supplies for the general office supply room, including but not limited to paper, ink, pens, and folders.Proactively manages breakroom maintenance, general office up-keep and overall office cleanliness and organization.Responsible for ensuring the functionality of printers, copiers, fax machines, shredding box, and postage machine, including monitoring and maintaining sufficient levels of ink, toner, and postage.Assists with the Civic Complex room reservation process, from addressing initial inquiries to finalizing bookings.Assists with electronic filing and imaging systems for all City files and documents, including preparing, scanning, verifying, and maintaining records.Assists with all aspects of the City outreach programs including registration, payment handling, and monitoring of incoming applications.Attends monthly Environmental Board meetings and takes board minutes.Prepares and distributes Environmental Board meeting packets to board members and for publication on the city website.Assists with election procedures, including absentee voting and voter registration.Provides general administrative office support to all city departments and staff.Performs other duties as assigned or apparent.Note: These examples are intended only as illustrative of various types of work performed and are not all inclusive. The City reserves the right to add, modify, change or rescind work assignments.Required Knowledge and AbilitiesAbility to handle a number of tasks simultaneously with interruptions, manage and prioritize time accordingly, and set and meet deadlines.Ability to represent the City in a courteous and professional manner at all times.Strong working knowledge of efficient office practices, established administrative procedures, and the operation of standard office equipment.Ability to issue building permits when backing up the Permit Technician.Ability to learn specific imaging software programs.Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and common database applications.Excellent written and verbal communication skills, with the ability to effectively convey information and ideas to colleagues, supervisors, and the public. Strong interpersonal skills with the ability to establish and maintain positive and productive working relationships with supervisors, colleagues, and members of the public.Minimum QualificationsHigh School Diploma or GED.A minimum of one year of professional office experience, including roles with receptionist or customer service responsibilities.Practical experience using word processing and spreadsheet software, along with a working knowledge of basic bookkeeping and cashiering.Preferred QualificationsAssociate’s degree in office administration, business administration, communications or a related field from an accredited institution.Familiarity with document imaging systems and record retention practices.Experience working within the government sector or with municipalities.BS&A financial and permit software experience.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.While performing the duties of this job, the employee will primarily be sitting.Frequent use of hands and arms for tasks such as typing, handling objects, and reaching.Occasional lifting and carrying of objects up to 20 pounds, such as office supplies, equipment, and files.Requires close vision and the ability to adjust focus.Work EnvironmentThis position primarily works in an office environment with moderate noise levels. Employees will be exposed to computer screens for extended periods. The ability to work effectively in a shared workspace with occasional distractions is essential.Conditions of Employment Adherence to all organizational and departmental policies is required.Expected Hours of WorkThis is a full-time position with a standard workweek. Attendance at monthly evening Environmental Board meetings is required.The City of Lino Lakes is an Equal Opportunity Employer committed to creating a diverse, equitable, and inclusive workplace. We comply with the Americans with Disabilities Act and will provide reasonable accommodations to qualified individuals with disabilities. We encourage all qualified candidates, including those from historically underrepresented groups, individuals with disabilities, and veterans, to apply.
