Office Support Specialist - City Clerk Division

Office Support Specialist - City Clerk

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 - City Clerk will perform essential day to day activities of the clerk division specializing in requirements for city licensing and elections and provide customer service and office support services for the Administrative Services Department.

Essential Functions

Lead election preparation activities.

• Coordinate polling place logistics with polling locations and other staff.
• Ensure voting equipment is maintained, programmed and properly tested according to law.
• Create and update election guides and forms to provide clear instructions to election judges.
• Create and update polling place emergency plans including site safety procedures, building specific evacuation and shelter plans, emergency communications and contact information.

Assist with local, state and national elections to ensure that elections conform to all statutory requirements.

• Assemble training materials, precinct materials, pack supply boxes and transfer cases.
• Assist with election judge training and assign judges.
• Assist with redistricting process to balance precinct populations throughout the city.
• Process absentee ballot applications, return of voted ballots and tabulation of ballots.
• Assists with election night activities and other election-related duties as assigned.

Accountable for city licensing functions in accordance with city code and state statutes.

• Maintain required licensing records and respond to license inquiries.
• Process new and renewal applications, coordinate with the Police Department on background investigations, and communicate and educate applicants regarding requirements and status.
• Issue licenses.
• Prepare council reports and public hearing notices.

Provide exceptional service to internal and external customers.

• Interact with others in a manner that is professional and inspires open communication.
• Help to create and maintain a respectful workplace culture and champion diversity, equity and inclusion.
• Participate in citywide training designed to strengthen competencies in areas such as communications, leadership, decision-making and problem solving.

Receive visitors, answer calls and online inquiries in a pleasant, businesslike manner and answer questions or direct individuals in a manner that provides them with their information accurately and with minimum delay.

• Respond to a wide variety of online, telephone and in-person inquiries regarding city services, programs, meetings, events, and direct those inquiries to the appropriate individuals/departments.
• Schedule meeting rooms, update information kiosk, notarize documents and receive applications.

Provide clerical support to the department ensuring that materials are prepared and processed accurately, in the proper format and in a timely fashion.

• Use Microsoft Office software to produce correspondence, reports, presentations and certificates.
• Maintain areas on the city's website as assigned.
• Process and distribute department mail and coordinate special deliveries.
• Monitor and order city-wide supplies (letterhead, envelopes, cardstock, business cards, stamps, name tags, etc.) as requested and going out for bid with supplies' vendors when necessary.
• Process check requests and reimbursements for payment.
• Create purchase orders and invoices as needed.
• Assist with various city events, such as employee training events, State of the City, Board and Committee Recognition Event, Discover Plymouth and other events as assigned.

Provide support for city boards and commissions by assembling interview packets, updating rosters and uploading meeting packets when requested.

Assist with records management program by utilizing retention schedule, scanning and uploading documents, creating file structures and workflows and assisting with data requests as assigned.

Support city council activities as needed.

• Prepare and distribute weekly Council Information Memorandum and meeting packets.
• Order meals, set up meeting rooms and maintain official calendars.

Perform other duties as apparent or assigned.

Qualifications

Minimum Qualifications

• High school diploma or equivalent
• Three years of skilled clerical experience working in an office environment
• Computer proficiency and working knowledge of Microsoft Office Software
• 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.
• Ability to effectively work with others and back up others, as assigned.
• Ability to deal discreetly with confidential departmental information.
• Ability to prioritize work responsibilities and effectively utilize time.
• Ability to communicate effectively both orally and in writing.
• Ability to develop and maintain effective working relationships with others.
• 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

• Local government experience
• Skilled in use of computers and general office equipment including postage machine, copier, scanners, and switchboard
• Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat Pro, Publisher, and Adobe Reader Software
• Professional business writing skills

Supplemental Information

Physical Requirements The employee must be able to lift/carry items from 0 24 pounds from 0 6 feet. Employee must be able to lift items such as election materials/supplies, voting tabulators, ballots, election storage materials, mail bins and packages, files, office equipment and copy paper. Must be able to be physically present and travel to various city buildings and polling places as needed to perform essential duties of position.

Benefits

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 View email address on click.appcast.io for more detailed plan information.

Insurance Benefits:

• Health insurance provided by HealthPartners. 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
• 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.