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:: Office Specialist ::

Department:
Educational Service Center

Position Code:
30023852 - Office Specialist

Work Hours:
40 hrs/week, 52 weeks

Application Deadline:
09/05/2013

Position Description:

This vacancy is in the Office of Equity and Diversity

AFSCME employees who are currently classified as Office Specialist and are interested in a transfer will need to apply through the online application process. Permanent Minneapolis Public Schools employees (those that have passed probation), current AFSCME Local 56 members who are not currently classified as Office Specialist and who meet the qualifications listed below will need to apply through the online application process.

SUMMARY Under general supervision, performs experienced office support and technical specialist functions; maintains and researches computer databases, files and records; provides information and assistance to MPS staff and clients, using knowledge of the operations and policies of the work group and the MPS. Main duties are student attendance.

ESSENTIAL FUNCTIONS -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs administrative support duties and technical specialist functions for assigned work group within scope of authority and training, and in compliance with MPS policies and quality standards; duties may vary according to job assignment.

• Assists work group with MPS administrative support functions and data entry; explains MPS rules, policies and procedures; works independently, and makes appropriate decisions based on experience.

• Exercises initiative in performing technical assignments and resolving problems; applies judgment and knowledge of the operations of the work group to resolve problems and make work process decisions; refers matters requiring policy interpretation to supervisor for resolution.

• Maintains computer database and files; enters data; researches electronic and paper files, records, and documents; reviews and updates statistical information, reports and technical documents; collects and compiles statistical data; develops and creates technical and operational reports.

• Processes documents, technical records and applications; checks documents for validity and accuracy of information; resolves technical issues within scope of authority; reports discrepancies.

• Accesses MPS files, and locates information for clients, staff, local agencies and others as authorized.

• Completes and coordinates special projects, program assignments, and research functions.

• Prepares, compiles and distributes correspondence, information packets and other communications.

• Prepares meeting agendas, attends meetings, and records summary notes of the proceedings.

• Provides customer service, information and assistance to MPS staff, visitors and others having business with MPS; responds to requests for information within the scope of authority.

• Performs bookkeeping and accounting functions; collects special fees and payments; maintains accounts for budget, payroll, timekeeping, purchasing, transportation, enrollment, attendance, registration, records requests, and special program functions.

• Orders, receives and distributes supplies and equipment.

• Cross-trains in technical and office support duties; assists with training and cross-training of MPS staff.

• Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment

• Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.

• Maintains absolute confidentiality of work-related issues, records and MPS information.

• Other duties or tasks may be assigned on an as-needed basis

• At times may be required to work outside normal business hours and work extended hours to accomplish requirements of the position.

MINIMUM QUALIFICATIONS Education, Training and Experience Guidelines

High School Diploma or GED equivalent; AND three years of office administration and computer experience, preferably with MPS; OR an equivalent combination of education, training and experience as determined by Human Resources.

Knowledge of:

• Applicable policies, procedures and regulations covering specific areas of assignment.

• Specialized MPS and state agency software applications and network operating environments.

• Customer service principles, protocols and methods.

• Business and personal computers, including spreadsheet, word processing, and database software applications.

• Principles of record keeping and records management.

• Professional standards for business correspondence, writing, spelling and grammar.

• Office practices and procedures.

Skill in:

• Operating business computers with standard and specialized software applications.

• Researching computer databases, and compiling information for reports and special projects.

• Meeting critical time deadlines.

• Entering information into a computer system with speed and accuracy.

• Making mathematic calculations with speed and accuracy.

• Providing effective customer service, and dealing tactfully and courteously with the public.

• Following verbal and written instructions.

• Establishing and maintaining effective working relationships with co-workers.

• Communicating effectively verbally and in writing.

PREFERRED QUALIFICATIONS

Knowledge of:

• MPS organization, operations, policies and procedures.

LICENSE AND CERTIFICATION REQUIREMENTS A valid Minnesota State Driver’s License may be required. Specific technical training may be required for some incumbents in this job class.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

SALARY: AFSCME G30 $16.44/hr - $20.06/hr

Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready. Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability or status with regard to public assistance.

Minneapolis Public Schools strongly encourages diverse candidates to apply.

METHOD OF APPLICATION: All applicants, including MPS employees, must complete an on-line application at www.mpls.k12.mn.us (click on Careers). In addition, upload an electronic copy of both your cover letter and resume to your application at the time that you apply. Make sure that you apply for the specific position in which you are interested.

Only complete applications, which include all of the following items, will be considered:

  • · Cover Letter
  • · Resume
  • · On-Line Application


Final candidates may be invited to interview with a committee. Final appointment to this position will be contingent upon passing a criminal background check.