Office Specialist - Community Development / Parks & Recreation
City of New Hope, New Hope, MN, United States
The City of New Hope is hiring two full-time office specialists. Join staff serving a thriving community of over 21,000 residents as the office specialist in the community development or parks & recreation department. The New Hope City Hall, new in 2019, was designed to be a comfortable, safe environment. The individuals appointed will enjoy excellent benefits including medical, dental and life insurances and paid time off. These positions report to the director of their respective department and typical hours are 8:00 - 4:30 p.m. Monday - Friday.
Working in Community Development The successful candidate will process permits, greet contractors and homeowners, answer phone calls and schedule inspections. Other responsibilities include responding to emails, routing information to inspectors, maintaining/filing records, running month end reports and various other customer service tasks.
Working in Parks & Recreation The successful candidate will support the department and its facilities (aquatic park, golf course and ice Arena) by performing administrative functions, providing customer service, assisting with program registrations, and more.
Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Essential Functions
Enters data into computer programs to maintain department-specific databases such as program registrations and building permits.
Answers phones, greets the public, provides customer assistance and routes information to appropriate city personnel.
Maintains department files and records consistent with the City's records management program.
Composes and sends memos, letters, emails and other documents.
Provides accurate information to the public and city staff by researching and retrieving data from files or computer.
Complies with data privacy laws per Minnesota state statutes and policies.
Assists with preparing cash deposits of department specific fees such as class registrations and building permits.
Knowledge, Skills and Abilities
General knowledge of standard office practices, policies and procedures.
General knowledge of spelling and punctuation used in written business communications.
General knowledge of standard office equipment and Office 365, including Word and Excel.
General knowledge of department procedures and city operations sufficient to respond to inquiries.
General skill maintaining and updating data and records.
Ability to follow oral and written instructions.
Ability to deal tactfully and effectively with city personnel and the public.
Ability to accurately complete assigned tasks.
Ability to make arithmetic computations using whole numbers, fractions and decimals.
Ability to compute rates, ratios and percentages.
Ability to establish and maintain effective working relationships with citizens, elected officials, consultants, other city staff, vendors and the general public.
Education and Experience High school diploma or GED and moderate experience in customer service, administrative support, or equivalent combination of education and experience.
Physical Requirements This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work requires close vision, ability to adjust focus, depth perception, color perception and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Tentative Timeline
April 16 - Interview with Staff
April 28/29 (evening) - Interview with Personnel Board
April 30 - May 3 (online) - Office Skills Testing
May 4 - Interview with City Manager
Late May - Tentative start time frame
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Working in Community Development The successful candidate will process permits, greet contractors and homeowners, answer phone calls and schedule inspections. Other responsibilities include responding to emails, routing information to inspectors, maintaining/filing records, running month end reports and various other customer service tasks.
Working in Parks & Recreation The successful candidate will support the department and its facilities (aquatic park, golf course and ice Arena) by performing administrative functions, providing customer service, assisting with program registrations, and more.
Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Essential Functions
Enters data into computer programs to maintain department-specific databases such as program registrations and building permits.
Answers phones, greets the public, provides customer assistance and routes information to appropriate city personnel.
Maintains department files and records consistent with the City's records management program.
Composes and sends memos, letters, emails and other documents.
Provides accurate information to the public and city staff by researching and retrieving data from files or computer.
Complies with data privacy laws per Minnesota state statutes and policies.
Assists with preparing cash deposits of department specific fees such as class registrations and building permits.
Knowledge, Skills and Abilities
General knowledge of standard office practices, policies and procedures.
General knowledge of spelling and punctuation used in written business communications.
General knowledge of standard office equipment and Office 365, including Word and Excel.
General knowledge of department procedures and city operations sufficient to respond to inquiries.
General skill maintaining and updating data and records.
Ability to follow oral and written instructions.
Ability to deal tactfully and effectively with city personnel and the public.
Ability to accurately complete assigned tasks.
Ability to make arithmetic computations using whole numbers, fractions and decimals.
Ability to compute rates, ratios and percentages.
Ability to establish and maintain effective working relationships with citizens, elected officials, consultants, other city staff, vendors and the general public.
Education and Experience High school diploma or GED and moderate experience in customer service, administrative support, or equivalent combination of education and experience.
Physical Requirements This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work requires close vision, ability to adjust focus, depth perception, color perception and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Tentative Timeline
April 16 - Interview with Staff
April 28/29 (evening) - Interview with Personnel Board
April 30 - May 3 (online) - Office Skills Testing
May 4 - Interview with City Manager
Late May - Tentative start time frame
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