Office Support Specialist II

Provide clerical and administrative support in accordance with standard procedures and general understanding of other departments' functions to assist professional staff in meeting the goals of the department/division.

Work Location

This position currently works on-site only.

The City of Minneapolis does not sponsor applicants for work visas.

• Transcribe and type letters, memos, reports, minutes, schedules, specifications, policy statements, ordinances, contracts, requisitions, etc.
• Evaluate and monitor the operational activities of an assigned program including interpretation and application of policies and procedures.
• Provide information to the public on policies, programs and procedures in accordance with guidelines.
• Maintain calendars and coordinate, arrange and schedule meetings, including preparing the agenda, taking and preparing meeting minutes for distribution, making travel arrangements and reservations, etc.
• Develop, maintain and revise files, including database and/or hardcopy files.
• Perform detailed research, collect and compile data for administrative and annual reports, agreements, contracts, other documents and a variety of informational materials.
• Refer to and apply rules, regulations and policies to answer inquiries and resolve problems.
• Oversee or participate in a variety of administrative tasks, i.e., budget preparation, monitor expenditures, order supplies, process requisitions, process payroll, accounts payable, take payments, etc.
• Recommend, coordinate and implement procedures to facilitate work processes.
• May function as a liaison between professional staff and the general public or other agencies.
• Maintain and supervise the maintenance of a variety of records and files.
• May function as a lead worker over clerical support staff.
• Participate by providing support in Public Health Emergency Preparedness planning, training and response as needed when assigned to the Health and Family Support Department.

Minimum Education:
High School Diploma or equivalent

Minimum Experience:
Two years of experience as an Office Support Specialist I, or two years administrative support experience, or equivalent

Equivalency

An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Selection Process

The selection process will consist of one or more of the following steps: a rating of relevant education and experience 100%. It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score 80% on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.

Background Check

The City has determined that a criminal background check and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.

Union Representation

This position is represented by a collective bargaining agreement between the City of Minneapolis and the AFSCME General Unit (CAF). For more information on the terms and conditions of this agreement please visit: https://www2.minneapolismn.gov/government/departments/hr/labor-agreements/afscme-general-unit/

Eligible List Statement

The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire one month after it has been established.

Interview Selection

The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.

1. Knowledge of Microsoft Office Suite use cases and functionality

2. Knowledge of Smartsheet use cases and functionality

3. Knowledge of modern office procedures, methods and equipment.

4. Knowledge of computer entry and retrieval procedures, spreadsheets, databases, word processing and software used in the assigned area.

5. Knowledge of organization, operations, functions, policies and procedures of the assigned department.

6. Ability to exercise independent initiative and judgment within established guidelines.

7. Ability to compile pertinent data and prepare clear, concise, accurate reports.

8. Ability to establish and maintain effective working relationships.

9. Good English, spelling, math, grammar and punctuation skills.

10. Good interpersonal skills.

11. Sufficient keyboarding skills to type 45 WPM accurately.

12. Ability to operate a personal computer.

13. Ability to attend work related meetings.

As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis.

The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.