Administrative Information Specialist
Administrative Information Specialist
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Job Description
Job Posting Information
At this time we are creating an eligible list for the citywide job classification of Administrative Information Specialist. The current vacancy is in the City Clerks Office where the position plays a key role in coordinating elections administration managing public records and licensing functions and supporting the Citys boards and commissions. This classification may also be used to fill future vacancies in other departments.
Summary/Purpose
Under general direction and using independent judgment the Administrative Information Specialist will establish and perform office support services to include preparation of complex documents and reports; advise assist and train staff who perform office support service and provide service to the public on complex or specialized matters.Essential Duties & Responsibilities (other duties may be assigned)
perform clerical responsibilities including conducting research performing complex calculations generating detailed and technical reports and letters and maintaining departmental processes and procedures with speed accuracy and professionalism.
in the preparation and monitoring of the department/division operating budget.
charges secure payments issue receipts balance accounts and deposit money from charges fees bills and deposits.
record distribute and route mail and correspondence.
store distribute and inventory office supplies and equipment.
expenditures within established limits of authority.
arrange prepare and provide clerical support for meetings and events.
calendars datebooks and schedules.
in the establishment and modification of current office practices policies procedures and services of the organization and maintain effective and efficient systems for the division office or department.
office equipment including copiers computers printers and other modern office equipment as needed.
and maintain computer files and databases using available software.
prompt quality customer service to internal and external customers and exercise patience respect and professionalism in all routine and nonroutine interactions.
information respond to questions and interpret regulations policies and procedures.
others by identifying customer needs responding to controversial questions or questions of policy and directing requests to the appropriate individual when necessary.
secure review approve deny and issue forms applications permits licenses and registrations within areas.
an effective team member by exhibiting selfmotivation support other employees in handling tasks interact effectively and respectfully with others show a desire to contribute to the team effort accept assignments willingly and complete tasks with agreed upon timelines.
duties may be assigned.Minimum Qualifications
Education & Experience Requirements
A. Certification by the Citys Joint Apprenticeship and Training Committee (JATC) upon completion of the Information Technician training program; OR
(5) years of professional office support experience assisting the public to include the resolution of problems or concerns as a primary responsibility.Selection Process Information
Education/Experience Review (100% of scoring process; 70 pass point): Applicants meeting the minimum qualifications will be rated based on the type (relatedness) and extent of their education and experience as documented on their application and/or supplemental questionnaire. Applicants who pass this exam will have their names placed on an eligible list for this classification.
NonDiscrimination
The City of Duluth is an equal opportunity and veteranfriendly employer. All qualified applicants will receive consideration for employment without regard to race color creed religion national origin sex marital status familial status age sexual orientation status with regard to public assistance disability genetic information veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.
Alternative Exam Process(does not apply to Charter Appointment provisional temporary or parttime nonunion selections)
For individuals who qualify under the Americans with Disabilities Act (ADA) alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources atas soon as possible prior to the scheduled date of the exam. TDD services are available through.
Work Eligibility
In accordance with the Immigration Reform and Control Act of 1986 the City of Duluth requires verification of identity and work eligibility at the point of hire.
Right to Appeal (does not apply to Charter Appointment provisional temporary or parttime nonunion selections)
Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing shall contain a complete statement of the matter in controversy and the relief requested and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically the notice should be sent by email to .VETERANS PREFERENCE
Does not apply to Charter Appointment provisional seasonal temporary or parttime nonunion selections
OPEN SELECTIONS
If claiming veterans preference please attach to your application (via file upload)a copy of all documents required for the option that applies to you:Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge.
Disabled Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
2.) FL802 FL 21802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months.
Spouse of Disabled Veteran
1.) Copy of Marriage Certificate;
2.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
3.) FL802 FL 21802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months. (Eligible only if the veteran is unable to qualify for the specific position being applied for as a result of the serviceconnected disability.)
Spouse of Deceased Veteran
1.) Copy of Marriage Certificate;
2.) Death Certificate or other proof of death;
3.) Member Copy 4 DD214 or DD215 indicating an honorable discharge. If Disabled Veteran also include
4.) FL802 FL 21802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months. (Eligible only if applicant has not remarried and the veteran died during active duty or as a result of an injury received from active duty.)Preference points will be added to Veteran Spouse of Disabled or Deceased Veteran or Disabled Veterans score only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.
PROMOTIONAL OR INTERNAL SELECTIONS
If claiming veterans preference please attach to your application (via file upload) a copy of the documents listed below:Disabled Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
2.) FL802 FL 21802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 50% or greater dated within 12 months.Preference points will be awarded to Disabled Veterans score one time on first promotional or internal only selection process after securing City employment and only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.
Please refer toMinnesota Statute 197.455for additional information about Veterans Preference.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
