Part Time Office Specialist

The City of Grand Forks Engineering Department is seeking a detail‑oriented and motivated Part‑Time Office Specialist to provide essential administrative and clerical support to our engineering team. This part‑time position plays a key role in ensuring smooth day‑to‑day operations and excellent service delivery to the public and internal teammates. The ideal candidate is organized, professional, and comfortable working in a fast‑paced municipal environment.

This position will work four hours per day Monday through Friday between the hours of 8 a.m. to 5 p.m.

• Assist the general public in person and on the phone; respond to public inquiries in a courteous manner.
• May serve as a receptionist; screen all incoming telephone calls; transfer and direct calls to appropriate staff; take messages as necessary; greet and direct customers as necessary.
• Type and word process letters, memos and related correspondence; edit and proofread documents. Documents are subject to review for accuracy by higher level staff.
• Perform a variety of data entry functions; input data from various sources; input corrections and updates; prepare and maintain a variety of computerized records, rosters, lists and logs; verify data for accuracy and completeness.
• Assist in the compilation of reports; perform binder activities; compile information and data for statistical, financial and other reports; maintain a variety of statistical records.
• Assist in preparing and distributing agendas, reports and other related documents including the coordination of all copying and binding activities; maintain accurate and complete files.
• Provide assistance at the front counter; receive and process applications; may collect payments and issue receipts as assigned; retrieve and file information; maintain and update filing system; may utilize the computer filing system.
• Receive, screen, sort and distribute incoming mail; prepare outgoing mail and special packages; perform a variety of routine record keeping duties concerning mail processing.
• Operate a variety of office equipment including a multi‑line phone, copier, facsimile machine, microfilm machine and computer.

• May order office supplies and equipment, as assigned.
• May handle reservations for meeting rooms; accept reservations; enter meetings in computer and book.
• Perform related duties and responsibilities as required.

Basic principles and procedures of record keeping;
English usage, spelling, grammar and punctuation; modern office procedures, methods and equipment; methods and procedures of data entry.

Communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties; maintain mental capacity, which allows for effective interaction and communication with others; maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Learn to operate office equipment including a computer; type at a speed necessary for successful job performance; learn division policies and procedures; perform a variety of receptionist duties including greeting, screening and assisting visitors, and answering a multi‑line phone; participate in routine general clerical work; maintain courtesy and tact in high‑stress situations; understand and follow oral and written instructions.

One year of general clerical experience is desirable.

Equivalent to completion of the twelfth grade. Additional specialized training in office administration is desirable.

Possession of, or ability to obtain, a valid driver’s license.

Office environment; works with computers; essential and marginal functions may require maintaining physical condition necessary for sitting for prolonged periods of time; light lifting and carrying.