Office Specialist (Part time)

Office Specialist

The Office Specialist provides administrative support for the Finance Department and backup support for Parks & Recreation and the City Clerk's department. This position also serves as a customer service representative to the general public, answering questions, providing information, and referring inquiries to appropriate City staff. This is a part-time position (20 hours per week), with a typical work schedule of 10 AM to 2 PM, Monday-Friday.

Essential Duties and Responsibilities

• Process payments (mail, online, credit card, and e-check).
• Assist with departmental invoices, ACH files, and certification of unpaid invoices.
• Support utility billing processes.
• Support tracking and releasing of escrow processes.
• Maintain records in compliance with departmental policies, including scanning and storing documents in Laserfiche.
• Provide administrative support for City Planning meetings and related documentation, as needed.
• Serve as the first point of contact at the customer service counter.
• Provide backup support to:
• Parks & Recreation: process registrations, accept payments, provide program information, and respond to inquiries.
• City Clerk: assist with license applications, payments, election support, and customer questions.
• Perform other duties of a similar nature, level, or responsibility, as assigned and consistent with City needs.

Required Knowledge, Skills & Abilities

• Basic knowledge of office procedures, accounting/billing procedures, computer information storage/retrieval techniques.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other business software.
• Strong communication skills, both written and oral.
• Ability to establish effective working relationships with colleagues, residents, and external partners.
• Ability to learn and apply applicable statutes, regulations, and City policies.
• Customer service orientation with strong problem-solving and interpersonal skills.

Minimum Qualifications

• High School diploma or equivalent.
• 1 3 years of administrative support and/or customer service experience, or an equivalent combination of education and experience.

Working Conditions & Physical Requirements

• Work is primarily performed in a standard office environment.
• May be required to sit, talk, hear, stand, walk, reach, stoop, kneel, and occasionally lift/move up to 25 pounds.
• Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Employment Conditions

• This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and is eligible for overtime pay with prior authorization.
• Employment with the City of South St. Paul is at-will, unless otherwise governed by collective bargaining agreement or applicable law.

Equal Employment Opportunity Statement

The City of South St. Paul is an Equal Opportunity Employer. The City does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital status, familial status, age, disability, genetic information, veteran status, or any other protected status under local, state, or federal law. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Notice The duties listed herein are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Benefits

The City of South St. Paul provides a benefits package to part-time employees, which includes the following:

• Public Employees Retirement Association (PERA)
• Holiday Leave
• Vacation Leave
• Personal Leave
• Sick/Employee Sick and Safe Time (ESST) Leave

Please note that part-time employees working fewer than 30 hours per week are not eligible for insurance benefits.