Office Support Specialist - Public Works

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.

Office Support Specialist

Independently and responsibly perform administrative and project management functions for the department director, management, supervisory staff, and other department staff in a professional and timely manner. Support the department through technical writing, document management, customer service and other administrative functions.

Candidates will be notified of their status the week of April 14, 2025.

Essential Functions

Provide administrative and technical support for department operations.

• Prepare maintenance contracts, specifications, reports and other technical documents and ensure quality, accuracy, legibility and consistency with city standards.
• Receive applications and process permits using automated systems (ex. right-of-way, grading, etc).
• Respond to public inquiries, by phone, mail, email, in-person or through online city applications.
• Prepare memos, letters, reports and other documents.
• Prepare, review and processes agreements, contracts and quotes with technical support from the team.
• Compile and format construction specifications documents.
• Support project bidding processes (ex. preparing advertisement for bids, completing bid tabulations, etc).
• Independently collect information and prepare documents for director, managers and supervisors.
• Responsible for helping prepare and review council and commission reports, documents, resolutions and appropriate packets. Monitor status of resolutions and conduct follow-up activities as needed.
• Maintain oversight of facilities, vehicle and equipment inventories and repair reports.
  
  

Provide financial clerical support for department operations.

• Manage department records, assist with project invoicing and prepare update reports.
• Work with department to prepare and process purchase orders, invoices and check requests in a timely fashion (including working with electronic billing and accounting software).
• Assist with tracking, compiling and inputting budget and capital program data into financial software.
• Maintain up-to-date inventories and prepare summary reports as needed.
• Assure appropriate record keeping of requisitions for ordered and received materials, supplies, and services.
• 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.
• Assist with the annual audit in coordination with finance staff.
  
  

Provide exceptional customer service to internal and external customers.

• Answer general inquiries and questions regarding city events, schedules and permit costs.
• Communicate department procedures, programs or other information accurately and in a timely manner.
• Interact with others in a manner that is professional and inspires open communication.
• Help to create and maintain a respectful workplace culture and champion belonging and inclusion.
• Participate in citywide training designed to strengthen competencies 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.
  
  

Perform other administrative functions for the department and assists supervisors and managers in project work and day to day tasks.

Perform related work as apparent or assigned.

• Must be able to work effectively under pressure and meet deadlines.
• Skilled in applying judgment and discretion in addressing issues, problems and concerns raised by the public.
• Familiarity with the computer and software technology to quickly and accurately perform work functions.
• Work priorities are independently maintained so that seasonal and periodic rush work assignments are effectively and efficiently met.
  
  

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)
• Good basic mathematical aptitude
• 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 developers
• 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
• Demonstrated ability to perform in accordance with the City of Plymouth’s CIVIC values (customer focus, integrity, visionary, inclusion and connection) and comfort with supporting and advancing the city council’s strategic priorities.
  
  

Desired Qualifications

• Five or more years of office support or clerical experience
• Experience with technical writing (including working with specifications, bid documents, and contracts)
• Experience working with accounting and finance software
• Relevant experience in a similar department