Administrative Assistant I

About Maple Grove, MN

Maple Grove is a forward-thinking, thriving community in the northwest suburbs of the Twin Cities metropolitan area.  We are home to over 73,000 residents with a projected population of 90,000 by 2040 with 2,500 acres of undeveloped land. The City of Maple Grove is proud to employ over 300 benefit-earning employees, 500+ part-time, casual, temporary, seasonal employees, and 100 paid-on-call firefighters to staff our many departments.  We provide public safety, public works, community and economic development, parks & recreation, and many other important public services to a growing community.

The Position

The City of Maple Grove is seeking an Administrative Assistant to for the Administration Department. The Administrative Assistant performs a variety of complex clerical and secretarial duties to support the City Clerk and the department as a whole. The ideal candidate for this position will have knowledge of public administration, election administration, and licensing. The Administrative Assistant will be responsible for coordinating and preparing City Council agenda packets, assisting with the city's records management program, and providing exceptional customer service to residents and internal employees. 

• Coordinates and prepares City Council agenda packets and ensures the City Council agenda follow-up is completed, including updates to the city’s website, and scanning and retention of the documents per Minnesota Statute.  Coordinates and sets up meeting rooms (i.e. audio visual, microphones, meals/beverages, and ensures Government Center and Council Chamber doors are programmed open during meeting hours).
• Provides administrative support to managers, supervisors and leadership, working with tight deadlines and coordinating multiple projects.
• Makes a variety of decisions requiring creative thinking regarding organizational policies and management objectives.
• Resolves routine problems and interprets information regarding department services, programs and procedures with individuals at all levels, including Council/Board members, Government Center managers and co-workers, external agencies, consultants and the public.
• Assists the city clerk with the election process, to include maintaining database of election-related information, processing absentee ballots, answering election-related questions, and purchasing supplies.
• Assists with the city’s records management program to ensure the city’s retention schedule is in compliance with Minnesota Statute, which includes electronic records management.
• Assists with various licensing functions managed by the city clerk including alcohol, tobacco, and refuse haulers in accordance with the City Code and Minnesota State Statute.  Responds to inquiries regarding city license requirements and application procedures.
• Uses routine and complex features of word processing, spreadsheets, graphics and other database package features; manages data files for software application packages and generates a variety of financial reports.
• Receives and routes routine phone calls, assists the general public; provides information on departmental policies and procedures; transfers inquiries to the appropriate individual or department.
• Prepares, types, edits and proofreads a variety of documents including general correspondence, reports, agendas and minutes; invoices and enters data and information into various computer programs.
• Safeguards confidential data and sensitive personnel information.
• Gathers, interprets and updates information on the city’s website.
• Assists with getting required work flows completed, actively assists in projects with other departments.
• Provide excellent customer service and assistance to the public and staff at all levels. 
• Provides primary back-up to the customer service representatives as needed.
• Provides back-up to the executive assistant to the city administrator and passport/administrative support clerk as needed.
• Provides back-up to other staff as needed.
  Attends, records, and transcribes the minutes of the City Council work session meetings in the absence of the city clerk.
•  Performs 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.
• Understand the organization and operations of the City.

Ability to:

• Use various complex computer software applications.
• 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.
• Use word processing, spreadsheet, database, and other departmental software.
• 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.
• Understand and respect the diversity of customers and co-workers, effectively communicating with individuals whose first language may be one other than English. 

Equivalency: 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 equivalent.
• Three years of increasingly responsible administrative experience.
• Certification as a passport acceptance agent, or ability to obtain within first six months of employment.
• Notary public, or ability to obtain within first six months of employment.
• Possession of, or ability to obtain, an appropriate valid Minnesota driver's license.

Nice to have: 

• Experience in public sector or non-profit.  
• 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.

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.