Office Specialist

Office Specialist

The City of Moorhead is accepting applications for an Office Specialist position in the Parks and Recreation Department. This administrative support position performs basic work assisting the public, answering the telephone, receiving/greeting visitors, researching and managing special projects and/or programs, responding to questions, preparing reports and documents, maintaining records and files, completing word processing activities, ensuring compliance with policies, procedures, ordinances, regulations, and related work as required.

Oversees program registrations, facility reservations, accounts payable, and scholarship applications. Supports Parks and Recreation staff with projects and communications as requested. Prepares materials and takes minutes for the Park Advisory Board.

Monday-Friday 8:00am-4:30pm

$23.21 to $25.06 per hour ($48,295 - $52,143) Hiring Range
Full range goes to $32.70 per hour.

Receive a salary increase on your anniversary date each year.
Additionally, receive a 6% COLA increase in January 2027 per Union contract.

The essential functions of the Office Specialist include, but are not limited to the following major duties performed. Duties are listed from most to least important.

• 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.
• Oversees program registrations, facility reservations, accounts payable, and scholarship applications.
• Creates and designs brochures, posters, and advertisements.
• Updates and monitors social media and website content.
• Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files; produces reports for relevant departments and agencies.
• Supports Parks and Recreation staff with projects and communications as requested.
• Prepares materials and takes minutes for the Park Advisory Board.
• 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.

To perform the Office Specialist position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the formal education, experience and training required.

• High school diploma or GED
• Six months experience performing administrative duties, or related field
• Proficient in Microsoft Word, Excel and Outlook
• Ability to communicate effectively, both orally and in writing
• Ability to type accurately and at a reasonable rate of speed
• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques

The ideal candidate will have experience in the following:

• Software experience using Word, Excel, Adobe Reader, database software, for program registrations and processing invoices. Canva, InDesign, PowerPoint, Creative Cloud, Photoshop, Laserfische, and meeting management software.

The Office Specialist requires 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…