Office Support Specialist - Community De...
City of Bloomington, MN - Bloomington, MN

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The City of Bloomington is seeking an individual to perform advanced level office support duties and facilitate excellent customer service for the Environmental Health Division with a minimum of supervision.

Examples of Duties:
  • Assists the Environmental Health Manager with the day-to-day operations by overseeing the workflow within the Environmental Health Division; prioritize work; recommend office policies and procedures; assist in ensuring departmental and division policies and procedures conform to City policies, ordinances and other applicable laws and regulations.
  • Responds to requests or complaints from residents, staff and other departments; resolves, records or refers inquiries from residents, contractors, outside agencies, and others concerning division programs and services; ensures positive communications between the City, other departments, and residents.
  • Receives and screens the Environmental Health telephone calls and emails and answers questions or makes referrals where appropriate and communicates effectively ensuring dissemination of complete and accurate information.
  • Maintains the Environmental Health files and manages the data retention according to the City’s policy and state agencies’ policies.
  • Maintains Environmental Health staff inspection and office supplies and equipment.
  • Makes reservations for training activities for the division’s staff.
  • Drafts, creates, proofreads, maintains and edits documents and forms.
  • Uses office equipment and software applications with a high degree of proficiency and may troubleshoot basic hardware and software problems.
  • Assists with billing, purchasing, invoicing and assessment of unpaid abatements.
  • Assists with preparation of the budget.
  • Maintains records of Administrative Penalty Orders, sends reminder notices and processes assessments.
  • Assists with maintaining the Environmental Health web (internet) pages and Sharepoint (intranet) pages.
  • Prepares documents, mailing address lists and labels for periodic mass mailings.
  • Attends meetings, records and transcribes minutes, and provides administrative support preparing materials for meetings, hearings and classes (i.e. food safety classes, administrative hearings, food collaborative, etc.).
  • Works independently and resolves routine issues in absence of supervisor.
  • Prepares and processes specialized documents in area of assignment.
  • Provides accurate, complete information and instructions to the public regarding ordinances, policies and procedures.
  • Coordinates special projects as assigned.
  • Schedules Environmental Health Division inspections for City-issued permits or licenses where appropriate.
  • Cashier permits, licenses, fines and other fee-related documents and balance the drawer.
  • Issues and accepts a wide variety of forms and documents and reviews for accuracy and completeness.
  • Issues permits and contacts applicant when building-related permits are approved for issuance when assisting at the front Community Development counter.
  • Performs other duties as apparent or assigned.

Minimum/Desirable Qualifications:

Minimum Qualifications
  • High School graduate or equivalent
  • Three years of responsible office support experience in a customer service setting
  • Excellent Microsoft Office Suite skills and ability to readily learn various software applications
  • Excellent grammar and proofreading skills and ability to write correspondence
  • Possess excellent clerical aptitude, organizational skills and critical thinking skills
  • Possess proven track record of dependability
  • Ability to operate a keyboard with speed and accuracy
  • Ability to adapt to change while working in a high-paced, high-customer volume area.
  • Ability to work on a call center telephone system
  • Ability to communicate effectively: in writing, over the telephone and in person
  • Ability to develop and maintain effective working relationships with the public, licensees and City staff
  • Ability to multitask while maintaining a professional and positive attitude
  • Ability to work cooperatively as a team member
  • Ability to work under minimal supervision, effectively under pressure, and meet deadlines
  • Ability to read, understand and explain the City’s code requirements
Desirable Qualifications
  • Two or more years of post-high school education
  • Five years of responsible office support experience
  • Experience with Geographic Information Software (GIS)
  • Experience with Laserfiche
  • Experience with SharePoint
  • Experience with Adobe Acrobat editing
  • Experience with social media
  • Experience with PowerPoint
  • Additional coursework such as Microsoft Office Suite; writing and grammar; conflict management
  • Experience working for a federal, state, county or city government
  • Experience working in an office setting related to food safety inspections, plan review, rental housing inspections, nuisance control or related fields
  • Experience working with Envision by Decade inspection software, Permits Plus software or comparable software
  • Experience working with HTE or comparable financial software
  • Experience working with federal, state or municipal codes
  • Knowledge of the City’s and the Environmental Health Division operating policies and procedures

City of Bloomington, MN - 5 months ago - save job - copy to clipboard