Posted: Jan 23, 2023
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Technology Support Specialist (Office Support Specialist II)

City of Minneapolis - Minneapolis, MN
Full-time
Salary: $21.99 - $28.45 Hourly
Application Deadline: Jan 31, 2023
Safety/Security & Legal

As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose--serving the residents, businesses and visitors of Minneapolis.

The Office Support Specialist II will perform high level clerical and administrative support to the Minneapolis City Attorney's Office: providing assistance to both the Criminal and Civil Divisions through maintenance and design of internal databases and web based content, acting as a liaison with the City's Information Technology Department to troubleshoot computer software and hardware issues, and working closely with the Litigation Technology Manger to oversee the technical needs of a high-functioning legal department.  

The eligible list created from this exam will be used to fill Office Support Specialist II positions as they become available in other departments within the City.
 
Work Location 
This position may be eligible for flexible work arrangements, including hybrid work with some days working remotely and some days working in the office.

Job Duties and Responsibilities

  • Oversee and support all office technology hardware, perform routine maintenance and assist in setting up new technology hardware
  • Provide routine IT troubleshooting support. 
  • Assist with the preparation and production of high volumes of electronically stored information and assist attorneys in other aspects of the electronic discovery process.
  • Create detailed records in Case Management Database: create new case profiles, entities, and other data points, and assist creating document templates.
  • Run pre-designed queries to search, sort, and retrieve specific matter status reports and download the information into Excel spreadsheet format, making modifications as required.
  • Draft and edit content as a Content Editor for the City Attorney public website and assist with the production of publications, internal communication and other important correspondence.
  • Perform detailed research, collect and compile data for administrative and annual reports, agreements, contracts, other documents and a variety of informational materials.
  • In conjunction with the City's IT Department, troubleshoot hardware and software problems, setup hardware and software for new employees based on established role profiles. 
  • Assist with routine administrative details.
  • Maintain and supervise the maintenance of a variety of records and files including internal SharePoint content.
  • Maintain important program tables and database information on multiple platforms.
  • Order, track and budget for IT related supplies.
  • Act as a liaison with the City's Information Technology (IT) Department
  • Set up and ensure functionality of Audio-Visual equipment for meetings, trainings, conferences, etc.
  • Create reports and visualizations from multiple data sources. 
  • Assist in the compilation and preparation of electronically stored data in response to data practices requests. 

Required Education
High School Diploma or equivalent.

Required Experience
Two years of experience as an Office Support Specialist I or two years administrative support experience.

Equivalency
An equivalent combination of education and experience closely related to the duties of the position MAY be considered.
 
Desired Qualifications

  • Familiarity with general legal language.
  • Ability to use computer database to code sort, organize, and report data, and retrieve and index material for use in legal matters and proceedings.
  • Ability to learn and apply information about a variety of information systems used in the legal field. 
  • Considerable knowledge of the techniques of gathering, compiling and analyzing data. 

Selection Process
The selection process will consist of the following steps: a rating of relevant education and experience (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.
 
Interview Selection
The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list.  If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.
 
Background Check
The City has determined that a thorough Minneapolis Police Department criminal background check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.
 
Union Representation
This position is represented by a collective bargaining agreement between the City of Minneapolis and American Federation of State, County and Municipal Employees (AFSCME).
 
Eligible List Statement
The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration.  This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire three months after it has been established.

Knowledge, Skills and Abilities

  • Knowledge of modern office procedures, methods and equipment.
  • Knowledge of computer entry and retrieval procedures, spreadsheets, databases, word processing and software used in the assigned area.
  • Knowledge of organization, operations, functions, policies and procedures of the assigned department.
  • Ability to exercise independent initiative and judgment within established guidelines.
  • Ability to compile pertinent data and prepare clear, concise, accurate reports.
  • Ability to establish and maintain effective working relationships.
  • Good English, spelling, math, grammar and punctuation skills.
  • Good interpersonal skills.
  • Sufficient keyboarding skills to type 45 WPM accurately.
  • Ability to operate a personal computer.
  • Ability to attend work related meetings.