Administrative Information Specialist

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 Clerk’s Office, where the position plays a key role in coordinating elections administration, managing public records and licensing functions, and supporting the City's 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)

1. Independently 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.

2. Assist in the preparation and monitoring of the department/division operating budget.

3. Calculate charges, secure payments, issue receipts, balance accounts, and deposit money from charges, fees, bills, and deposits.

4. Obtain, record, distribute, and route mail and correspondence.

5. Requisition, store, distribute, and inventory office supplies and equipment.

6. Authorize expenditures within established limits of authority.

7. Schedule, arrange, prepare, and provide clerical support for meetings and events.

8. Maintain calendars, datebooks, and schedules.

9. Assist 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.

10. Operate office equipment including copiers, computers, printers, and other modern office equipment as needed.

11. Establish and maintain computer files and databases using available software.

12. Provide prompt, quality customer service to internal and external customers, and exercise patience, respect, and professionalism in all routine and non-routine interactions.

13. Provide information, respond to questions, and interpret regulations, policies, and procedures.

14. Assist others by identifying customer needs, responding to controversial questions or questions of policy, and directing requests to the appropriate individual when necessary.

15. Distribute, secure, review, approve, deny, and issue forms, applications, permits, licenses, and registrations within areas.

16. Be an effective team member by exhibiting self-motivation, 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.

17. Other duties may be assigned.

Minimum Qualifications

Education & Experience Requirements

A. Certification by the City's Joint Apprenticeship and Training Committee (JATC) upon completion of the Information Technician training program; OR

B. Five (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.

Non-Discrimination

The City of Duluth is an equal opportunity and veteran-friendly 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 part-time non-union 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 at, as 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 part-time non-union 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 .

VETERAN'S PREFERENCE

Does not apply to Charter Appointment, provisional, seasonal, temporary, or part-time non-union selections

OPEN SELECTIONS

If claiming veteran's 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.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's 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.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's 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 service-connected 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.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's 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 Veteran's 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 veteran's 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.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 50% or greater, dated within 12 months.

Preference points will be awarded to Disabled Veteran's 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 to Minnesota Statute 197.455 for additional information about Veteran's Preference.