Office Specialist

CITY OF MOORHEAD; Moorhead (MN); On-site; USD 32,000 - 33,000; Part time

Job summary

The City of Moorhead is hiring an Office Specialist in the Public Works Department. This part-time role provides administrative support, assists the public, and helps manage records, reports, and data entry in standard software.

Four hours per day, Monday through Friday, with flexibility within 8:00am–4:30pm and no weekend work. Requirements include a high school diploma or GED and at least six months of office experience, plus proficiency in Word, Excel, and Outlook.

Qualifications

• High school diploma or GED required.
• Six months experience in an office setting providing administrative support.
• Proficient with Word, Excel and Outlook.

Responsibilities

• Greets citizens and visitors and directs to appropriate staff.
• Receives and screens phone calls and answers inquiries.
• Maintains department records and prepares reports.
• Performs word processing and data entry in various software.
• Orders supplies and maintains inventory and purchase orders.
• Attends off-site trainings as required.
• Performs other department-specific administrative duties.

Skills

Customer service

Verbal communication

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Office Specialist
Part-time, 20hours per week
Hours: Monday-Friday, 4 hours per day, flexible between 8:00am-4:30pmNo weekends.

The City of Moorhead isaccepting applications for an Office Specialist position in the Public Works Department. This administrative support position assistsdepartment operations, provides customer service by assisting members of the public and delivering a positive customer experience, contributingto a welcoming, service-oriented environment. In addition to routine office tasks, this position researchesand managesspecial projects, preparesreports and documents, maintaining records and files, completing word processing and performs data entry in various software, ensuring compliance with policies, procedures, ordinances, regulations, and related work as needed.

Hiring Range: $23.21- $24.14per hour
Full range goes to:$32.70per hour

Salary Increases: 6% COLA (Cost of Living Adjustment ) increase inJanuary 2027 per Union contract.

Plus, receive a salary increase on your anniversary date each year!

Key Responsibilities

• 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.
• Provides information to citizens and employees.
• Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files; produces reports for relevant departments and agencies.
• 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.

Requirements

• High school diploma or GED
• Six months experience in an office setting providing administrative clerical support, or related field
• Proficient in basic software including Microsoft Word, Excel and Outlook

Knowledge, Skills and Abilities

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

This work 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).

Why Work for Us

• 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

Benefits

Part-time employees accrue paid vacation and sick time, participate in the MN Public Employees Retirement Association (PERA) pension and are eligible for 11 paid holidays.

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