Senior Office Assistant - Part Time

City of Richfield; Minnesota; On-site; USD 25,000 - 30,000; Part time

Job summary

The City of Richfield seeks a part-time administrative assistant to support the Public Safety division with front desk service, records requests, and essential clerical duties. The role involves answering the switchboard, providing information, and performing accurate data entry and retrieval from city systems.

Minimum qualifications include a high school diploma or GED, and preferred experience with Microsoft Office and front-desk customer interaction.

Qualifications

• High School Diploma or GED required.
• Two years of administrative support experience preferred.
• Experience with Microsoft Office (Word, Excel, PowerPoint, Outlook) preferred.
• Spanish language skills desirable but not required.

Responsibilities

• Greet and assist the Public Safety front counter and provide information/referral.
• Answer Public Safety switchboard, forward calls, take messages, and manage appointments.
• Handle general Public Safety questions and perform simple typing tasks.
• Perform data entry and data retrieval from city/state systems.
• Assist with data-related tasks, including record checks and data retention purges.

Skills

Administrative support

Customer service

Data entry

Office procedures

English grammar

Multitasking

Communication

Confidential information handling

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

HOURS

Monday - Friday, 30 hours/week; flexibility required.

NATURE OF WORK

Under general supervision of the Records Supervisor, performs customer service, clerical, records management, and fills data practices requests in accordance with MN State data practices statutes and as required for the Police Division of Public Safety.

ESSENTIAL DUTIES

• Provides information and referral at Public Safety front counter.
• Answers Public Safety switchboard, including forwarding calls to appropriate personnel, taking messages and announcing appointments.
• Answers general questions concerning public safety issues.
• Performs simple typing such as envelopes and forms.
• Performs data entry and retrieval from city and state computers.
• Assists with data related tasks, in accordance with the MN State data practices statues, which can include but is not limited to record checks and data retention purging preparation.
• Performs other general clerical duties as assigned.

COMPETENCIES

• General knowledge and understanding of municipal government and Public Safety in particular.
• Good knowledge of English grammar and spelling.
• Good knowledge of office practices, procedures and general clerical duties.
• Good knowledge of data practices
• Ability to perform general clerical work of average difficultyin a neat and concise manner.
• Ability to answer multi-line switchboard telephone and assist customer traffic at the same time.
• Abilityto use a personal computer for data entry and retrieval.
• Ability to communicate effectively and courteously deal with the public, including the ability tounderstand and respect the diversity of customers and co-workers, effectively communicating with individuals whose first language may be one other than English.
• Attention to detail
• Ability to properly handle confidential matters and information.
• Ability to organize and prioritize work and to meet deadlines.
• Ability to maintain timely attendance.
• Ability to accurately type 30 wpm.

MINIMUM QUALIFICATIONS

• High School Diploma or General Education Development Certificate (GED).

PREFERRED QUALIFICATIONS

• Two years or more of administrative support experience, including experience with Microsoft Office (Word, Excel, PowerPoint, Outlook), front-desk customer interaction, and transaction handling.
• Highly desire experience in police operations (or experience in related field in criminal justice such as: Corrections, Detention, Courts, Law Office, etc).
• Spanish language speaking skills desired but not required.

BACKGROUND PROCESS

Because this position has access to the Public Safety Department and information that is subject to Minnesota Bureau of Criminal apprehension (BCA) rules, the successful applicant must pass a thorough background check investigation as required by the BCA, which includes fingerprinting

PHYSICAL DEMANDS

The physical demands that are described herein are representative of those that must be met by an employee tosuccessfullyperformtheessentialfunctionsofthejob.

Musthavethe abilityto:

• Ability to sit, talk and listen for extended periods of time. Ability to climb stairs, bend, stoop, reach, manipulate doors, drawersand locks.
• Specific vision abilities requiredincludeclose vision andthe abilitytoadjustfocus.
• Ability to occasionally lift and/or move up to 25 pounds.