Administrative Information Specialist
Salary
$59,253.00 - $71,993.00 Annually
Location
Duluth, MN
Job Type
Full-Time
Job Number
A26061
Department
Fire
Division
Life Safety
Opening Date
07/02/2026
Closing Date
7/16/2026 11:59 PM Central
FLSA
Non-Exempt
Bargaining Unit
Basic
Probation Period
12 months
Eligible List Duration
7 months
Job Posting Information
About the Job
The current vacancy is within the Duluth Fire Departments Life Safety Division. This position plays a key role in coordinating the licensing, permitting, inspection, enforcement, and administrative duties of the Life Safety Division. The Life Safety Division is responsible for housing inspection, commercial property inspection, licensing, code enforcement, fire investigation, and public education. This is a public facing role with a direct impact on customer service delivery.
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)
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.
Assist in the preparation and monitoring of the department/division operating budget.
Calculate charges, secure payments, issue receipts, balance accounts, and deposit money from charges, fees, bills, and deposits.
Obtain, record, distribute, and route mail and correspondence.
Requisition, store, distribute, and inventory office supplies and equipment.
Authorize expenditures within established limits of authority.
Schedule, arrange, prepare, and provide clerical support for meetings and events.
Maintain calendars, datebooks, and schedules.
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.
Operate office equipment including copiers, computers, printers, and other modern office equipment as needed.
Establish and maintain computer files and databases using available software.
Provide prompt, quality customer service to internal and external customers, and exercise patience, respect, and professionalism in all routine and non-routine interactions.
Provide information, respond to questions, and interpret regulations, policies, and procedures.
Assist others by identifying customer needs, responding to controversial questions or questions of policy, and directing requests to the appropriate individual when necessary.
Distribute, secure, review, approve, deny, and issue forms, applications, permits, licenses, and registrations within areas.
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.
Other duties may be assigned.
Job Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and abilities required.
Education & Experience Requirements
A. Certification by the Citys 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.
Knowledge Requirements
A. Advanced knowledge of computer systems, job required software applications, the internet, and modern office equipment.
B. Knowledge of English to include spelling, grammar, sentence construction, and punctuation.
C. Knowledge of business letter writing and forms.
D. Knowledge of general office budgeting and bookkeeping terminology, practices and procedures.
Skill Requirements
A. Skill in typing at a rate of at least 45 net WPM.
B. Skill in making accurate computations.
C. Skill in comparing and proofreading names, numbers, and other data accurately and rapidly.
D. Skill in counting money, making change, and issuing receipts.
E. Skill in operating modern office equipment, data entry, computing, duplicating, calculating, and adding.
F. Skill in composing business correspondence using independent judgment.
G. Skill in establishing, organizing, maintaining, and updating manual and electronic files and records.
Ability Requirements
A. Ability to interpret questions, provide satisfactory explanations, and resolve complaints.
B. Ability to understand and execute complex policies/procedures and oral/written instructions.
C. Ability to work independently and exercise discretion in absence of specific instructions or supervision.
D. Ability to train personnel in office duties.
E. Ability to complete the training program as approved by the JATC.
F. Ability to obtain job-related certifications if required by the employer.
G. Ability to create and maintain a positive environment that welcomes diversity, ensures cooperation, and promotes respect by sharing expertise with team members, fostering safe work practices, and developing trusting work relationships.
Physical Ability Requirements
A. Ability to perform light work (defined as lifting a maximum of 20 pounds with frequent lifting and/or carrying of objects weighing up to 10 pounds).
B. Ability to attend work on a regular basis.
C. Ability to transport oneself to, from, and around sites of projects, tests, and other assignments.
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 218-730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through 218-730-5630.
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 hrinformation@duluthmn.gov.
VETERANS PREFERENCE
Does not apply to Charter Appointment, provisional, seasonal, temporary, or part-time non-union selections
To apply for Veterans Preference, the applicant must attach the required documents when submitting their application.
OPEN SELECTIONS
Veteran
Required Documents:
Disabled Veteran
Required Documents:
Spouse of Disabled Veteran
Required Documents:
Eligibility:
Spouse of Deceased Veteran
Required Documents:
Eligibility:
PROMOTIONAL OR INTERNAL SELECTIONS
Points are only awarded to Disabled Veterans score one time, on first promotional or internal only selection process after securing City employment.
Disabled Veteran
Required Documents:
Please refer to Minnesota Statute 197.455 for additional information about Veterans Preference.
Eligible City of Duluth employees earn a competitive salary and benefits package, including:
Benefits are prorated for part-time employees and administered in accordance with the applicable collective bargaining agreement or management compensation plan.
01
Which best describes how you meet the Education & Experience Requirements for Administrative Information Specialist?
02
Briefly describe how you meet the Education & Experience Requirements selected above. Be specific.
03
The Administrative Information Specialist position requires a typing rate of 45 words per minute (WPM). Which best describes your typing rate?
04
Describe your experience using computer software and databases. Include the names of the programs you have used and how you used them in your work.
05
Describe your experience organizing and coordinating multiple assignments, requests, projects, or other work involving competing priorities and deadlines.
06
Describe your experience communicating and providing customer service in person, by phone, and electronically. Include the types of customers you served and the types of questions or issues you regularly handled.
07
Please describe your experience with providing general office organization and support, including records maintenance, data reconciliation, filing, scanning, supply requisition, mail distribution, scheduling, and typing general correspondence.
08
Please describe your experience working in a team-centered environment.
Required Question
Employer City of Duluth
Address 411 W 1st St
Duluth, Minnesota, 55802
Phone 218-730-5210