Administrative Assistant II

About Maple Grove, MN

Maple Grove is a dynamic community known for proactive planning, thoughtful growth, and an exceptional quality of life. Home to more than 73,000 residents and projected to grow to 90,000 by 2040, Maple Grove offers premier shopping and dining, miles of trails, beautiful parks and lakes, and year-round recreation and community events. As our community continues to grow, so does the opportunity to make an impact. The City of Maple Grove employs more than 900 employees who provide a wide range of services that help make Maple Grove an exceptional place to live, work, and play.

The Position

Are you an organized, detail-oriented professional who enjoys a fast-paced environment and a variety of responsibilities? The City of Maple Grove is seeking a motivated and customer-focused individual to join our team as an Administrative Assistant for the Fire Department. In this role, you will provide administrative and operational support to Fire Department leadership, managers, and staff, helping ensure the department runs efficiently and effectively. Responsibilities include coordinating departmental activities, managing schedules and deadlines, assisting with payroll, reporting, budgeting, and onboarding processes, and providing administrative support for department operations. This is an excellent opportunity to contribute to an essential community service while supporting the dedicated professionals who serve and protect the Maple Grove community. The City of Maple Grove offers competitive salaries, outstanding medical and dental plans, sick and vacation time, and a state-operated pension plan for long-term success. Apply today and become an integral part of our team dedicated to creating memorable experiences for our residents!

Pre-employment requirements: 
Employment for this position is contingent upon the successful completion of a background check, reference check, and City Council approval.

• Provides high-level administrative and clerical support to department leadership and staff, including preparing correspondence, scheduling meetings, managing calendars, and coordinating departmental activities
• Coordinates department-wide operational functions, including payroll, budgeting, financial reporting, and City Council agenda items and follow-up.
• Provides administrative support for multiple projects, coordinating timelines, meeting deadlines, facilitating workflows, and collaborating with other departments.
• Processes and reconciles financial documents, including purchasing orders, invoices, vouchers, and expenditures; researches and resolves accounts payable discrepancies.
• Prepares, edits, and proofreads a variety of documents, reports, agendas, meeting minutes, and other materials using established guidelines and procedures.
• Complies, organizes, and analyzes information from various sources; maintains databases and generates financial and operational reports using Microsoft Word/Excel, and other software applications.
• Serves as a resource to department staff, City leadership, Council/Board members, external agencies, and the public by interpreting policies, procedures, and departmental programs and resolving routine issues.
• Provides exceptional customer service by responding to inquiries, providing information, and troubleshooting concerns.
• Safeguards confidential and sensitive information, provides backup administrative support if needed, and may offer guidance and assistance to other administrative staff.
• Performs other related duties and responsibilities as required.

Knowledge of:

• Departmental procedures, policies and rules.
• English usage, spelling, grammar and punctuation.
• Office procedures, methods and computer equipment.
• Principles of business letter writing and report preparation.

Ability to:

• Use various complex computer software applications: First Due, Basecamp, Microsoft Office Suite, ChatGPT/CoPilot.
• Execute various administrative level tasks, such as layout and typing of complex reports and PowerPoint presentations.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain positive working relationships with all City staff and the general public.
• Type or word process at a speed necessary for successful job performance.
• Interpret and explain departmental policies and procedures.
• Work independently and prioritize work.
• Identify and respond to issues, concerns and needs.
• Maintain confidentiality of information and records.
• Maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment.
• Maintain mental capacity which permits making sound decisions, using good judgement, and demonstrating intellectual capabilities.

An equivalent combination of education and experience closely related to the duties of the position MAY be considered.
Need to have: 

• High School Diploma or GED
• Four years of increasingly responsible administrative experience

Nice to have: 

• Experience in public sector or non-profit.  
• Administrative Assistant experience with a Fire Department
• Specialized training in administrative support skills/ office administration. 
• Advanced education in a related degree. 
• Fluency in another language prevalent in the City of Maple Grove.
• Experience interacting effectively with persons from diverse economic, social and ethnic backgrounds in a variety of situations.

WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens; working closely with others; frequent interruptions.

Physical Conditions:
Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.