Office Specialist
: Job Details :

Salary: $25.54 - $28.08 Hourly Location : Marshall, MN Job Type: Full-time Job Number: 2025-00012 Divison: Community Services Opening Date: 07/30/2025 Closing Date: 8/17/2025 11:59 PM Central Summary of Position The City has an immediate opening for a full-time Office Specialist that supports our Community Services Division. The ideal candidate must have dependable attendance, excellent customer service skills, and attention to detail. We invite you to consider joining a fast-paced work environment that Cultivates the Best in Us! Position Summary: The Office Specialist performs a variety of administrative and staff support duties for the city's Community Services Department which is comprised of parks, recreation, community education, and media communications. This position serves as the department's initial point of contact with the general public and is the main support position for community services staff, with duties that include: on-line registration of community education classes or recreation activities, scheduling the corresponding facilities, as well as web/social media promotion of departmental offerings. The position is responsible for compiling the quarterly Marshall Community Services brochure that serves as the Department's main guide to Community Services offerings. In addition, this position is responsible to perform a variety of administrative duties for the department, which include: meeting preparation and support, department coding, billing, invoicing, budget tracking, and department financial reconciliation. This position assists and directs visitors, and works cooperatively to resolve administrative problems and inquiries. Eligibility for Hire: Employment is conditional upon successful completion and passage of a criminal history background check, a pre-employment physical, a pre-employment drug screening, and reference checks to determine suitability for employment. Pay range at hire: $25.54 - $28.08 per hour depending on qualifications and experience. Schedule: Full-time position; 8:00 a.m. - 4:30 p.m., Monday-Friday. Benefits: The City offers a competitive benefit package to include: paid vacation and sick leave; paid holidays; health, dental, and vision insurances; VEBA/HSA accounts; life insurance, long-term disability insurance, a Health Care Savings Plan, an Employee Assistance Program, deferred compensation options, and a Public Employee Retirement Association (PERA) pension plan. Essential Functions

• Receive communications to the Community Services Division, including telephone calls, and provide assistance using independent judgment to determine those items requiring priority attention; prioritize, channel, and facilitate communication from department heads, and department supervisors.
• Compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Provide support of department operations; duties include: filing, copying, collating, assembling, sorting, faxing; process routine requests for information, take meeting minutes, send out invoices and receipt bills/payments as directed, and ensure that work is organized, handled on a priority basis and completed in a timely manner.
• Prepare or assist with the preparation and distribution of scheduled and/or ad hoc statistical and narrative reports; perform basic information gathering and analysis and/or forecasting, as specifically directed.
• Review and code departmental and other assigned expenses; monitor assigned budget balances, process purchase orders, and review timesheets for accuracy prior to submission to City Administrator for authorization. May serve as the division/department book-holder and/or paymaster; may manage petty cash disbursements and reconciliations.
• Coordinate and distribute regular and special meeting notices, agendas, and packets for the following: Community Services Advisory Board, Cable Television Commission, and other meetings as assigned. May attend and record minutes of the meetings.
• Compile, type, and proof the quarterly Marshall Community Services brochure. The brochure is a catalog of community education and recreation/leisure opportunities for residents of all ages and abilities. Offerings include but are not limited to: Adult Basic Education, Driver Education, Aquatics, Athletics, Early Childhood and Family Education, After School Programs, Arts and Entertainment, etc.
• Receive and process incoming department mail; review and evaluate to identify those items requiring priority attention; prepare and process outgoing mail including bulk mailings; assist with mailings; prepare mailing lists and labels.
• Maintain an accurate and organized document management system for departmental records and files; input inquiries and contacts into a database; and maintain updated Board and Commission member and address listing per respective division needs.
• Arrange, coordinate, schedule and assist with meetings and meeting facilities; prepare rooms; send notices and announcements as assigned; arrange or assist with refreshments, as directed.
• Provide support for the maintenance and operation of the Marshall Community Services on-line registration program, including but not limited to set up of classes, communicating with instructors, etc. Work closely with Marshall Public Schools to schedule facility use for Community Services classes and activities utilizing the Marshall Public Schools facility registration software; invoice organizations as necessary.
• Prepare and assist with the preparation and distribution of gift certificate requests and tracking.
• Assist in the maintenance and monitoring of the Community Services information on the City website for content.
• Assist in content creation and the monitoring of the Community Services social media accounts.
• Assist with promotion of Community Education and Recreation programming at the direction of the coordinators.
• Review and assist scholarship applicants with registration process.
• Prepare the department's office supply order as needed.
• Attendance is an essential function of this position.
• Perform other duties as assigned.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Qualifications and CompetenciesMINIMUM QUALIFICATIONS

Diploma (1-year program) in an Administrative Assistant or closely related technical program.

Two (2) years' experience in a position performing secretarial, receptionist, and clerical duties.

Proficient in using Microsoft Office Word, Outlook, Excel, and PowerPoint applications.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of correct grammar, punctuation, modern secretarial methods and practices.
• Strong computer skills with Microsoft Word, Excel, PowerPoint, and Outlook software, including the use of e-mail programs and group messaging.
• Basic internet research skills.
• Skill in organizing projects and establishing priorities in managing workload.
• Strong record keeping and data management skills.
• Ability to establish and maintain effective working relationships with coworkers, supervisors, and the public.
• Ability to communicate professionally and effectively, rendering prompt and courteous service, both orally and in writing.
• Ability to read and comply with City and departmental policies and procedures.
• Ability to use safe working practices and recognize hazards or unsafe conditions in daily work.
• Ability to utilize a variety of office tools and machines.
• Ability to maintain confidentiality.

Additional Information SUPERVISION EXERCISED Not applicable. SUPERVISION RECEIVED Supervised by the City Administrator. PUBLIC CONTACTS Frequent contact with employees, City officials, department heads and the general public. PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those an employee encounters and must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Performing the duties of this job require the use of equipment including but not limited to: computer, copier, projector, scanner, binding machine, fax machine, printer, calculator, telephone/cell phone and small office tools. The Physical Requirements and Working Conditions form is available upon request. NON-DISCRIMINATION/EEO POLICY The City of Marshall provides equal employment opportunity in accordance with applicable state and federal laws, directives, and regulation. The City will not discriminate against any employee or applicant for employment on the basis of any class protected by state or federal law. CITY OF MARSHALL, MINNESOTA2025 EMPLOYEE BENEFITS SUMMARY (Non-Union)INTRODUCTION This summary is a highlight of the benefits offered for new City Non-union employees. This Employee Benefits Summary is not an official summary plan description and is not intended to-and does not-provide full details of the plans described. Full details are contained in the official plan documents and the City's Personnel Policies, as applicable. If any representations made in this summary or by City Human Resources differ from the plan documents or City Personnel Policies, the plan documents or policies prevail. The City of Marshall reserves the right to terminate, amend, eliminate, or replace its benefit plans at its discretion and at any time, subject to applicable laws. Vacation Leave Employees receive a generous amount of vacation leave based on length of service. 0 to 4 years 80 hours Start of year 5 120 hours Start of year 10 144 hours Start of year 15 160 hours Start of year 20 200 hours 12 Paid HolidaysSick Leave The City offers a paid sick leave benefit in the event of an employee's illness, injury, or for safety leave. Sick leave may also be used for immediate family illness / injuries and medical appointments in accordance with Minnesota laws. All full-time employees earn paid sick leave at a rate equal to 8 hours per month. Reference the Personnel Policy manual for accrual maximums. Upon retirement / resignation from the City, unused accumulated sick leave is distributed to an employee in accordance with the schedule provided in the Personnel Policy manual. Personal Leave Full-time employees are granted 12 hours each calendar year (no carryover) to conduct personal business (i.e., appointments, attendance at a funeral, etc.). Funeral / Bereavement Leave Employees are granted a maximum of 3 consecutive working days for each emergency, up to 40 hours per calendar year (no carryover), for funeral/bereavement leave. Medical Insurance The City offers comprehensive medical/health insurance to eligible employees through Blue Cross and Blue Shield of Minnesota (BCBS). Medial Insurance is effective the 1st of the month following a new employee's date of hire for eligible employees (full-time classification). 2025 Employee Premium for Single Coverage: $113.43 per month 2025 Employee Premium for Family Coverage: $343.07 per month Health Savings Account (HSA) An HSA account is a tax-advantaged account for individuals who are covered under high-deductible health plans to help pay for current or future eligible medical expenses. Both the employer and employee can contribute to the account. HSA contributions occur over 26 pay periods. 2025 Annual City contribution for single coverage: $1,500 2025 Annual City contribution for family coverage: $2,000 VEBA (Voluntary Employees' Beneficiary Association) A VEBA account is funded solely by the employer on behalf of an individual employee. The employee may use the account to help pay for medical expenses and/or to save for future medical expenses. 2025 Annual City contribution for single coverage: $1500 2025 Annual City contribution for family coverage: $2000 Dental Insurance Coverage is offered through Beam Dental of Minnesota. Single Plan $6.34 per month Family Plan $22.06 per month Vision Insurance Benefit eligible employees may voluntarily purchase coverage through EyeMed. Employee: $7.24 per month Employee + 1: $13.76 per month Employee + Family: $20.20 per month Public Employee's Retirement Association of Minnesota (PERA) All full-time employees and qualifying part-time employees are enrolled in the Public Employees Retirement Association of Minnesota. PERA administers retirement plans providing defined benefit plan coverage to employees of local governments. Contributions to the plan are based on a percentage of gross earnings and coordinated with Social Security. Additional PERA information is available at or by calling 1-800-###-####. PERA Plan Employee Employer Coordinated Fund 6.5% 7.5% Health Care Savings Plan (HCSP) The HCSP is an employer-sponsored program that allows employees to invest in a tax-free medical savings account while employed by a Minnesota public employer. Once you end Minnesota public employment, you can access the HCSP account balance for reimbursement of eligible health care expenses incurred by you, your spouse, legal tax dependents, and adult children up to their 26th birthday. Additional information may be found here: Participation and contribution levels are determined based on majority vote within each of the union/non-union groups. Basic Life Insurance The City offers basic life insurance through Sun Life Financial. The City pays the full premiums for either policy. The Employee has $10,000 coverage, the Spouse has $5,000, and each dependent has $2,000 of coverage. Additional term life insurance may also be purchased by an employee. Long Term Disability (LTD) Insurance Long-term disability insurance is an insurance policy that protects an employee from loss of income in the event that he or she is unable to work due to illness, injury, or accident for a long period of time. The City provides coverage through Madison National Life Insurance Company, 60% of monthly salary in event of long-term disability up to maximum of $7,000/month. The City pays the premium costs on the employee's behalf. PERA Life Insurance PERA eligible employees may also opt for PERA Life Insurance at an employee cost of $16.00 per month. This term life policy provides coverage for the employee, spouse, and dependents. Life and AD&D Benefit eligible employees may purchase additional Life and Accidental Death and Dismemberment AD&D) Insurance through a Supplemental Term Life Program. This program gives employees and their families a way to keep their life insurance coverage in line with their changing needs. These policies are offered through Minnesota Life Insurance Company. Deferred Compensation Employees have several deferred compensation options and companies to select from. These tax-advantaged plans can be a powerful tool to help build retirement savings. Flexible Spending Benefits Flexible spending account options include access to accounts to help you pay your share of qualified medical expenses with pre-tax dollars. You can use the money in the savings accounts to help pay for eligible health care expenses, including prescriptions, medical and behavioral health, vision, and dental expenses. You can contribute up to $2,600 per year on a pre-tax basis, thus reducing your current year taxable income. Dependent Care Flexible Spending Account (FSA) A dependent care spending account can be used to pay for daycare for qualified dependents. You can contribute up to $5,000 per year on a pre-tax basis, thus reducing your current year taxable income. The annual amount you elect will be deducted from your paycheck in equal installments during the year. When you incur an eligible expense, simply file a claim for reimbursement and you'll be reimbursed from your account with tax-free dollars. Employee Assistance Program (EAP) EAP services are available through LifeWorks. EAP provides 24/7 support for all of life's issues, including: financial matters, marriage and relationship problems, work-related issues, substance abuse, legal concerns, stress, mental health, and child care and elder care services. Short-term Disability Insurance The Hartford Short-term Disability coverage is designed to provide, to persons insured, coverage for disabilities resulting from a covered accident or sickness. Group Critical Illness Cigna's Critical Illness insurance can help provide you and your family with the additional financial protection you may need for expenses associated with an unexpected covered critical illness. Cigna Critical Illness insurance pays you, or whoever you designate, a lump-sum benefit for diagnosis of a covered critical illness or specified event such as a heart attack or stroke. It can help you pay for expenses such as travel, room and board, transportation, childcare or treatment options not covered by primary insurance. Group Accident Insurance Cigna's Accidental Injury insurance pays you (or whoever you designate) for treatments or injuries resulting from a covered accident. It can help you pay for expenses while you're recovering from an accident such as rehabilitation, transportation, childcare, travel or other out-of-pocket expenses that are not covered by your primary health insurance. Group Hospital Care Insurance With Cigna's Hospital Care Insurance, benefits are paid after a qualified hospitalization resulting from a covered injury or illness. You can use the money however you'd like. It can help you pay for expenses such as childcare, travel, or other out-of-pocket expenses. Identity Theft Protection Services Identity theft affects millions of Americans each year. Through the City's relationship with National Insurance Services, we are able to offer free 24/7 identity theft assistance services through MyIDCare to benefit-eligible employees. LegalShield / ID Shield These voluntary benefits give you and your covered family members unlimited access to top attorneys for help with any legal situation in your personal life. The LegalShield benefit includes: Will/POA preparation, unlimited consulting on any personal legal matter, IRS audit assistance, etc. The ID Shield benefit includes: social media monitoring, privacy and security monitoring, consultation, full identity restoration, and a service guarantee. 01 I understand that in order for my application to receive every consideration in the selection process, I must complete the following supplemental question(s). I will complete each question as thoroughly as possible, explaining my qualifications and experience. I understand that attaching a resume is NOT a substitute for completing an answer. If a question is answered by the statement See Resume or See Application , the question will be treated as if there is no response. I understand that the information I provide will be reviewed and used to determine my eligibility to move forward in the selection process. Unanswered questions, incomplete responses, false statements, omissions, or partial information may result in my disqualification from the selection process. If a supplemental question is not applicable to me, I will indicate N/A (not applicable). I have read and understand the above instructions regarding supplemental questions.

• Yes, I read and understand the above instructions.

02 Please identify the option that best matches your completed level of education:

• High School Diploma or GED
• Certificate in a Receptionist, Office Management, Administrative Assistant or closely related program
• Diploma (1-yr program) in a Receptionist, Office Management, Administrative Assistant or closely related program
• Associates degree (2-yr program) in a Receptionist, Office Management, Administrative Assistant or closely related program
• Bachelors degree or higher
• None of the above

03 Please list and describe any additional education, training, or special coursework you have completed that you feel applies to this position. 04 How many years of experience have you had in performing administrative and office support duties?

• No experience
• Less than 2 years
• 2 to 3 years (less than 4 years)
• 4 to 5 year (less than 6 years)
• 6 or more years

05 Please describe your experience performing administrative and office support duties. 06 Please describe your experience in handling customer public relations, being the initial point of contact in an office for answering phones, scheduling appointments, providing information, and assisting the public with questions (in-person and by phone). 07 What level do you feel your Microsoft Word skills are at?

• Beginner
• Intermediate
• Advanced

08 What level do you feel your Microsoft Excel skills are at?

• Beginner
• Intermediate
• Advanced

09 Describe the types of documents or uses where you've utilized Microsoft Word. 10 Describe the types of documents or uses where you've utilized Microsoft Excel. 11 Please list any other computer software applications you have had experience with, describe how you have utilized them, and list how many years experience you have for each. (examples include but are not limited to: Outlook, Powerpoint, Publisher, Teams, Canva or other design software, etc.) 12 Please describe your experience in filing and data management (electronic and hard-copy). 13 Please describe the experience(s) you have had in managing or coordinating multiple projects in your previous positions. 14 Please describe your experience with preparing invoices for payment, cash receipting, and scheduling. 15 Please describe the types of correspondence, letters, memoranda, presentations, and/or reports you have experience with. 16 Please describe your experience in maintaining pages and/or creating content on a company website or company social media account. 17 Please describe your experience with promotion and marketing of services or programs. Required Question