Office Support Specialist

Summary

Performs data entry of criminal reports and warrants, prepares reports based on phone-in and walk-in customer interactions, and provides administrative support to sworn officers.

Work Schedule

This position requires a flexible schedule to meet City and departmental needs. Standard shifts are 12 hours and may include:

• 6:00 a.m. - 6:00 p.m.

• 7:00 a.m. - 7:00 p.m.

• 6:00 p.m. - 6:00 a.m.

• 7:00 p.m. - 7:00 a.m.

Shifts may include nights, weekends, and holidays as required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Essential Duties and Responsibilities

Duties include, but are not limited to the following. Additional duties may be assigned as needed. All tasks should be performed efficiently, effectively, and safely.

• Perform data entry for criminal reports and warrants.

• Prepare reports based on phone-in and walk-in customer interactions.

• Answer telephone calls and respond to emails; route inquiries or provide information as appropriate.

• Greet and assist visitors, customers, and internal staff.

• Maintain and order office supplies and materials.

• Prepare reports, letters, memoranda, and other correspondence.

• Maintain organized filing systems (physical and electronic).

• Transcribe information accurately.

• Collect, sort, and distribute mail.

• Conduct background checks.

• Support departmental goals by meeting performance expectations and contributing to strategic objectives.

• Demonstrate efficiency in balancing the needs and expectations of internal and external stakeholders.

Education and Experience

• High school diploma or GED preferred.

• Prior experience with Microsoft Word and Excel preferred.

Certifications and Licenses

• Must obtain and maintain WEAPON/NCIC Certification from the West Virginia State Police Academy within one (1) year of hire.

Knowledge, Skills, and Abilities

The City seeks team members who demonstrate the following core competencies:

• Accountability: Takes responsibility for actions and outcomes.

• Adaptability: Responds positively to change.

• Communication: Communicates clearly, concisely, and respectfully.

• Initiative: Proactively addresses tasks and challenges.

• Judgment and Decision-Making: Makes sound, fact-based decisions.

• Customer Service: Provides courteous, accessible, and high-quality service.

• Professional Development: Actively builds skills and job knowledge.

• Teamwork: Collaborates effectively to achieve departmental and City goals.

Equal Employment Opportunity (EEO)

The City of Charleston provides equal employment opportunities to all employees and applicants without regard to sex, race, color, age, national origin, ancestry, religion, disability, medical condition, genetic information, marital status, sexual orientation, gender identity, citizenship, pregnancy or maternity status, veteran status, or any other status protected by applicable federal, state, or local law.