Office Support Specialist; Fleet

Primary Objective

The City of Bloomington is seeking an individual to perform advanced level office support duties independently or with a minimum of supervision while maintaining high accuracy.

• Models and contributes to a positive work environment, culture of communication, engagement and safety
• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self‑awareness and empathy to all personal interactions
• Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

• Receives and screens the general public and answers questions or makes referrals where appropriate and communicates effectively with the public and City staff ensuring dissemination of complete and accurate information
• Initiates and composes responses to routine letters and completes reports or correspondence as requested
• Drafts, creates, proofreads, maintains, and edits documents and forms
• Provides research assistance through use of internet and social media
• Prepares various reports for Division or Department as well as specialized reports as requested
• Maintains up‑to‑date filing system to ensure accurate record‑keeping and prompt retrieval of desired materials (i.e., correspondence, policies, etc.)
• Responsible for distributing mail and maintaining needed supplies and equipment
• Responsible for license and titling of new vehicles and renewable tab replacements as needed
• Processes a variety of correspondence for other personnel in the Division or Department upon request
• Uses office equipment and software applications with a high degree of proficiency and may troubleshoot basic hardware and software problems
• Supports staff in preparation of City Council agenda items materials and presentations
• Assists in the preparation of budget documents and CIP
• Assists with purchasing, invoices, and contracts
• Assists with Public Works Safety Program; scheduling trainings, preparing documents and keeping accurate records
• Schedules and assists with meetings; may take notes or minutes at meetings, transcribe dictation, and prepare in final form when required
• Provides leadership and support to other support staff
• Performs other duties or responsibilities as apparent or assigned

• Ability to operate a keyboard with speed and accuracy
• Possess excellent clerical aptitude, organizational skills, and critical thinking skills
• Possess good mathematical aptitude
• Ability to take minutes with speed and accuracy, if required for the particular position
• Ability to communicate effectively orally and in writing, and over the telephone and in person
• Ability to develop and maintain effective working relationship with the public 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 work overtime when necessary, and attend night meetings when needed
• Skilled in preparing correspondence accurately and sending it out promptly in a neat and readily understood fashion
• Ability to complete reports and agenda materials correctly and on time
• Ability to maintain files in an accurate, complete, and timely manner

• High School graduate or equivalent
• Three years of office support experience
• Excellent Microsoft Office Suite skills

• Experience working with the public in a local government or DOT setting
• Experience with Munis or similar financial software
• Experience with GIS, Laserfiche, SharePoint, and/or City View
• Experience with Adobe Acrobat/PDF editing software
• Experience with entering work orders in an asset management software program, i.e. Asset Works
• Experience administering a business‑related social…