Office Specialist

City of Moorhead; Moorhead (MN); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Positive, friendly culture

Comprehensive benefits and pay

Work-life balance support

Training and career development

Job summary

City of Moorhead is seeking an Office Specialist in the Parks and Recreation Department to provide administrative support, greet the public, handle inquiries, manage registrations and payments, and assist with communications and reports. Role includes data entry, document preparation, and maintaining files in a busy municipal office.

The position offers a Monday–Friday schedule, competitive pay, and opportunities for training and career development within a collaborative team environment.

Qualifications

• Six months experience performing administrative duties, or related field.
• Proficient in Microsoft Word, Excel and Outlook.
• Ability to communicate effectively, both orally and in writing.
• Ability to type accurately and at a reasonable rate of speed.
• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques.

Responsibilities

• Greets citizens and visitors; responds to inquiries and directs to appropriate personnel.
• Receives and screens phone calls; answers inquiries and redirects as needed.
• Oversees program registrations, facility reservations, accounts payable, and scholarship applications.
• Creates and designs brochures, posters, and advertisements.
• Updates social media and website content.
• Processes and enters information into computerized systems; codes and verifies data; produces reports.

Skills

Administrative experience

Effective communication

Typing speed

General office procedures

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Reader

Database software

Job description

Office Specialist

The City of Moorhead isaccepting applications for an Office Specialist position in the Parks and Recreation Department. This administrative support position performs basic work assisting the public, answering the telephone, receiving/greeting visitors, researching and managing special projects and/or programs, responding to questions, preparing reports and documents, maintaining records and files, completing word processing activities, ensuring compliance with policies, procedures, ordinances, regulations, and related work as required.Oversees program registrations, facility reservations, accounts payable, and scholarship applications. Supports Parks and Recreation staff with projects and communications as requested. Prepares materials and takes minutes for the Park Advisory Board.

HOURS:

Monday-Friday 8:00am-4:30pm

HIRING RANGE:

$23.21 to $25.06 per hour ($48,295 - $52,143) Hiring Range
Full range goes to $32.70 per hour.

SALARY INCREASES:

Receive a salary increase on your anniversary date each year.
Additionally, receive a 6% COLA increase in January 2027 per Union contract.

ESSENTIAL FUNCTIONS:

The essential functions of the Office Specialist include, but are not limited to the following major duties performed. Duties are listed from most to least important.

• Greets citizens and visitors; responds to various inquiries; redirects as necessary to appropriate personnel for additional services.
• Receives and screens phone calls; answers inquiries; redirects calls internally and externally as necessary.
• Oversees program registrations, facility reservations, accounts payable, and scholarship applications.
• Creates and designs brochures, posters, and advertisements.
• Updates and monitors social media and website content.
• Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files; produces reports for relevant departments and agencies.
• Supports Parks and Recreation staff with projects and communications as requested.
• Prepares materials and takes minutes for the Park Advisory Board.
• Creates and maintains department systems, files and records in accordance with appropriate retention schedules.
• Performs word processing activities; composes correspondence independently and in accordance with procedures.
• Processes mail.
• Orders supplies and maintains inventory; maintains purchase orders and requisitions.
• May perform other department-specific administrative duties including: transcription, scheduling, hardcopy/electronic notifications, database maintenance, budget preparation and maintenance, deposit reconciliation/cash handling, timesheet/check request/expense report processing, reservations, travel arrangements, radio operation, processing of confidential information, background checks, meeting coordination.
• Performs other duties as requested.
• Attendance at off-site courses/trainings/seminars may be required.

MINIMUM REQUIREMENTS:

To perform the Office Specialist position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the formal education, experience and training required.

• High school diploma or GED
• Six months experience performingadministrative duties, or related field
• Proficient in Microsoft Word, Excel and Outlook
• Ability to communicate effectively, both orally and in writing
• Ability to type accurately and at a reasonable rate of speed
• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques

Ideal Candidate:

The ideal candidate will have experience in the following:

• Software experience using Word, Excel, Adobe Reader, database software, for program registrations and processing invoices. Canva, InDesign, PowerPoint, Creative Cloud, Photoshop, Laserfische, and meeting management software.

KNOWLEDGE, SKILLS, and ABILITIES

The Office Specialist requires thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence independently; ability to type accurately at a reasonable rate of speed; ability to operate standard office equipment and applicable software packages; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with associates and the general public.

PHYSICAL REQUIREMENTS and WORKING CONDITIONS

The Office Specialist requires the occasional exertion of up to 25 pounds of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires sitting and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; ; work is generally in a moderately noisy location (e.g. business office, light traffic).

Enjoy the following perks while working for the City of Moorhead:

• Positive, friendly and team-oriented culture
• Comprehensive benefits and pay
• Flexibility to support work-life balance
• On-going training and career development
• Ability to make a difference in our community
• And, so much more

The city provides a competitive benefits package, including medical, dental, life, flex spending plan, HSA, generous paid time off plans, including ESST and 11 paid holidays, MN Public Employees Retirement Association (PERA) pension, deferred compensation plan, continuing education and more. Visit our benefit page for additional information.

The City of Moorhead is an equal opportunity employer and a proud employer located in the metropolitan region of Fargo-Moorhead.