City of Minneapolis, MN
Administrative Assistant to Police Administration
City of Minneapolis, MN, Minneapolis, Minnesota, United States, 55400
Salary:
$34.62 - $40.51 Hourly
Location :
Minneapolis, MN
Job Type:
Full-time
Job Number:
2024-00538
Department:
Police
Division:
Police
Opening Date:
10/24/2024
Closing Date:
11/7/2024 11:59 PM Central
FLSA:
Non-Exempt
Bargaining Unit:
CNR
Position Description
Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Enhance executive staff effectiveness by providing information, management support and performing confidential and administrative duties.
SalaryAnticipated starting salary range:
$34.62-40.51 /hour, depending on qualifications.
Work LocationThis position currently works on-site only.
The City of Minneapolis does not sponsor applicants for work visas.Job Duties and Responsibilities
Respond to and resolve administrative problems and issues for the executive team and Police Chief.Lead and manage a variety of projects for the executive staff.Maintain and log union grievances and may prepare grievance correspondence.Develop and oversee the maintenance of complex filing and computerized record systems.Answer inquiries, make appropriate referrals, interpret policies and procedures, set up meetings and handle complaints.Maintain office supplies inventory; monitor stock to determine inventory level, anticipate needed supplies, evaluate new office products, place and expedite orders for supplies and verify receipt of supplies.Coordinate office space for new hires and transfers.Conduct on-boarding and off-boarding of support staff.Research and develop equipment purchase proposals.Manage Administrative Announcement newsletter and online database.Process invoices for MPD hosted events and reconcile credit card purchases.Coordinate and oversee all MPD promotional and award ceremonies.Assist in planning and scheduling meetings, conferences, teleconferences and travel.Assist executives by reading, researching and routing correspondence; drafting responses, letters, notifications, reports, contracts, memos and documents; collecting and analyzing information; initiating telecommunications.Assist in the preparation of meeting arrangements for presentations to various groups and committees (video supplies, laptops, room reservations, food, etc.).Assist with budget preparation, contract preparation, annual reports, special reports and other related administrative processes.Welcome guests and customers by greeting them in person or on the telephone and answering or directing inquiries.Working ConditionsNormal office environmentRequired Qualifications
Minimum EducationHigh school diploma or equivalent
Minimum ExperienceThree years of progressive related experience, to include providing support to multiple executives and administrative project coordination
EquivalencyAn equivalent combination of education and experience closely related to the duties of the position MAY be considered.
Licenses/CertificationsNone required
Selection ProcessThe selection process will consist of a
rating of relevant education and experience (100%) . It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score
(70%)
on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.
Background CheckThe City has determined that a thorough Minneapolis Police Department criminal background check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.
Drug and Alcohol TestingAll job applicants must pass a pre-employment drug and alcohol test once a conditional offer of employment has been made. Applicants will be required to sign a notification and consent form prior to undergoing drug and alcohol testing. Applicants who do not consent to undergo drug and alcohol testing will not be required to do so and the City will withdraw the conditional job offer, resulting in the job applicant no longer being considered for the position.
Union RepresentationThis position is not represented by a collective bargaining agreement. View the Civil Service Rules
Eligible ListThe names of applicants who meet minimum qualifications and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire upon hire.
Interview SelectionThe hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.Knowledge, Skills and Abilities
Ability to plan, prioritize and organize a diversified workload.Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Strong interpersonal skills and the ability to build relationships with stakeholders including staff, City Council and community members.Excellent of level written and verbal communication skills.Demonstrated proactive approach to problem-solving with strong decision-making ability.Team player with the ability to also be effective independently.Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer service and response.Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis.
The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.
Benefits SummaryOur employees enjoy competitive salaries and generous benefits. We pride ourselves on a comprehensive benefits program that supports employees' health and financial well-being. Programs, resources, and benefit eligibility varies based on position, average hours worked, location and length of service. For detailed benefits information, please visit the
New 12 weeks of paid parental leaveCity employees are eligible for up to 12 weeks of paid parental leave in the event of a birth or placement for adoption of a child.
InsuranceHealth insuranceEligibility for benefits begins the first of the month following employment date. The City of Minneapolis offers eligible employees with a choice of six provider networks, allowing you to select the best option for you. Available plans include Medica Choice Passport, Medica Elect, VantagePlus with Medica, Park Nicollet and HealthPartners Medical Group First with Medica, Ridgeview Community Network powered by Medica, and Clear Value with Medica.
Dental insuranceThe City of Minneapolis offers dental insurance through Delta Dental of Minnesota and pays 100% of the monthly premium for eligible employees.
BenefitsPaid time offOur generous leave package includes vacation, holidays and paid sick leave, which gives employees the opportunity to enhance their quality of life outside work. Amounts and accrual rates are based on years of experience and
RetirementCity employees earn a pension and may choose to participate in additional retirement savings programs.
Pension:
The City of Minneapolis participates in the Public Employees Retirement Association (PERA). Employees and the City both contribute a percentage of your pay to fund future benefits.Deferred compensation : Employees may choose to participate in pre-tax or after-tax savings plans through the Minnesota State Retirement System (MSRS).TransportationEligible City employees may choose to participate in the following transportation programs:
Metropass:
The program allows eligible employees to enroll in a pass for unlimited bus or light rail rides at a discounted price.Parking or Van Pool:
The City of Minneapolis gives you options to pay certain commuting costs, such as qualified parking and van pool expenses, with pre-tax dollars.
Learning and developmentTo engage and develop employees, the City of Minneapolis offers classes in leadership, cultural agility, change management and more. Additionally, educational discounts at Augsburg University, Hamline University, St. Catherine's, and St. Mary's University of Minnesota are available to City employees.
Other perksEmployees can also take advantage of optional life insurance, flexible spending accounts, the , health club discounts and more.
01
How did you find out about this position? (Select all that apply)
RecruiterCity of Minneapolis websiteCity of Minneapolis employeeCity of Minneapolis job interest cardCity of Minneapolis Career Opportunities BulletinFriend or family memberLeague of Minnesota Cities websiteDiversityjobs.com websiteGovernmentjobs.com websiteIndeed.com websiteMinnesotajobs.com websiteMinnesota Council of Nonprofits WebsiteOther websiteLinkedInTwitterFacebookOther social media siteNewspaperOther mediaCollege or UniversityCommunity organizationJob FairProfessional associationSite Visit
02
Please specify where you heard about this position (e.g., website name, City of Minneapolis employee name, job fair, professional association).
03
This position will require an extensive Minneapolis Police Department background check. Individuals who have been convicted of a felony crime will not be considered, including any prior thefts or other criminal convictions related to dishonesty. Will you be able to pass this background check?
NoYes
04
This position requires a minimum of a High School diploma or equivalent. Please indicate below the highest level of education that you have completed.
No High School Diploma or GEDHigh School Diploma or GEDHigh School Diploma/GED and Some CollegeAssociate DegreeBachelor's DegreeMaster's Degree
05
Indicate how much administrative and/or office management work experience you have.
No experienceLess than 1 yearMore than 1 year but less than 2 yearsMore than 2 years but less than 3 yearsMore than 3 years but less than 4 yearsMore than 4 years but less than 5 years5 years or more
06
What level of experience do you have in professional and academic writing (e.g. research papers, e-mails, reports)?
BeginnerIntermediateAdvanced
07
How many years of experience do you have in planning and scheduling meetings, conferences, and travel?
No experienceLess than 1 yearMore than 1 year but less than 2 yearsMore than 2 years but less than 3 yearsMore than 3 years but less than 4 yearsMore than 4 years but less than 5 years5 years or more
08
What level of experience do you have with assisting budget preparation, contract preparation, annual reports, and special reports.
No ExperienceBeginnerIntermediateAdvanced
09
Do you have experience in project management?
NoYes
10
How many years of experience do you have in on-boarding and off-boarding employees?
No experienceLess than 1 yearMore than 1 year but less than 2 yearsMore than 2 years but less than 3 yearsMore than 3 years but less than 4 years4 years or more
Required Question
$34.62 - $40.51 Hourly
Location :
Minneapolis, MN
Job Type:
Full-time
Job Number:
2024-00538
Department:
Police
Division:
Police
Opening Date:
10/24/2024
Closing Date:
11/7/2024 11:59 PM Central
FLSA:
Non-Exempt
Bargaining Unit:
CNR
Position Description
Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Enhance executive staff effectiveness by providing information, management support and performing confidential and administrative duties.
SalaryAnticipated starting salary range:
$34.62-40.51 /hour, depending on qualifications.
Work LocationThis position currently works on-site only.
The City of Minneapolis does not sponsor applicants for work visas.Job Duties and Responsibilities
Respond to and resolve administrative problems and issues for the executive team and Police Chief.Lead and manage a variety of projects for the executive staff.Maintain and log union grievances and may prepare grievance correspondence.Develop and oversee the maintenance of complex filing and computerized record systems.Answer inquiries, make appropriate referrals, interpret policies and procedures, set up meetings and handle complaints.Maintain office supplies inventory; monitor stock to determine inventory level, anticipate needed supplies, evaluate new office products, place and expedite orders for supplies and verify receipt of supplies.Coordinate office space for new hires and transfers.Conduct on-boarding and off-boarding of support staff.Research and develop equipment purchase proposals.Manage Administrative Announcement newsletter and online database.Process invoices for MPD hosted events and reconcile credit card purchases.Coordinate and oversee all MPD promotional and award ceremonies.Assist in planning and scheduling meetings, conferences, teleconferences and travel.Assist executives by reading, researching and routing correspondence; drafting responses, letters, notifications, reports, contracts, memos and documents; collecting and analyzing information; initiating telecommunications.Assist in the preparation of meeting arrangements for presentations to various groups and committees (video supplies, laptops, room reservations, food, etc.).Assist with budget preparation, contract preparation, annual reports, special reports and other related administrative processes.Welcome guests and customers by greeting them in person or on the telephone and answering or directing inquiries.Working ConditionsNormal office environmentRequired Qualifications
Minimum EducationHigh school diploma or equivalent
Minimum ExperienceThree years of progressive related experience, to include providing support to multiple executives and administrative project coordination
EquivalencyAn equivalent combination of education and experience closely related to the duties of the position MAY be considered.
Licenses/CertificationsNone required
Selection ProcessThe selection process will consist of a
rating of relevant education and experience (100%) . It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score
(70%)
on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.
Background CheckThe City has determined that a thorough Minneapolis Police Department criminal background check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.
Drug and Alcohol TestingAll job applicants must pass a pre-employment drug and alcohol test once a conditional offer of employment has been made. Applicants will be required to sign a notification and consent form prior to undergoing drug and alcohol testing. Applicants who do not consent to undergo drug and alcohol testing will not be required to do so and the City will withdraw the conditional job offer, resulting in the job applicant no longer being considered for the position.
Union RepresentationThis position is not represented by a collective bargaining agreement. View the Civil Service Rules
Eligible ListThe names of applicants who meet minimum qualifications and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire upon hire.
Interview SelectionThe hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.Knowledge, Skills and Abilities
Ability to plan, prioritize and organize a diversified workload.Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Strong interpersonal skills and the ability to build relationships with stakeholders including staff, City Council and community members.Excellent of level written and verbal communication skills.Demonstrated proactive approach to problem-solving with strong decision-making ability.Team player with the ability to also be effective independently.Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer service and response.Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis.
The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.
Benefits SummaryOur employees enjoy competitive salaries and generous benefits. We pride ourselves on a comprehensive benefits program that supports employees' health and financial well-being. Programs, resources, and benefit eligibility varies based on position, average hours worked, location and length of service. For detailed benefits information, please visit the
New 12 weeks of paid parental leaveCity employees are eligible for up to 12 weeks of paid parental leave in the event of a birth or placement for adoption of a child.
InsuranceHealth insuranceEligibility for benefits begins the first of the month following employment date. The City of Minneapolis offers eligible employees with a choice of six provider networks, allowing you to select the best option for you. Available plans include Medica Choice Passport, Medica Elect, VantagePlus with Medica, Park Nicollet and HealthPartners Medical Group First with Medica, Ridgeview Community Network powered by Medica, and Clear Value with Medica.
Dental insuranceThe City of Minneapolis offers dental insurance through Delta Dental of Minnesota and pays 100% of the monthly premium for eligible employees.
BenefitsPaid time offOur generous leave package includes vacation, holidays and paid sick leave, which gives employees the opportunity to enhance their quality of life outside work. Amounts and accrual rates are based on years of experience and
RetirementCity employees earn a pension and may choose to participate in additional retirement savings programs.
Pension:
The City of Minneapolis participates in the Public Employees Retirement Association (PERA). Employees and the City both contribute a percentage of your pay to fund future benefits.Deferred compensation : Employees may choose to participate in pre-tax or after-tax savings plans through the Minnesota State Retirement System (MSRS).TransportationEligible City employees may choose to participate in the following transportation programs:
Metropass:
The program allows eligible employees to enroll in a pass for unlimited bus or light rail rides at a discounted price.Parking or Van Pool:
The City of Minneapolis gives you options to pay certain commuting costs, such as qualified parking and van pool expenses, with pre-tax dollars.
Learning and developmentTo engage and develop employees, the City of Minneapolis offers classes in leadership, cultural agility, change management and more. Additionally, educational discounts at Augsburg University, Hamline University, St. Catherine's, and St. Mary's University of Minnesota are available to City employees.
Other perksEmployees can also take advantage of optional life insurance, flexible spending accounts, the , health club discounts and more.
01
How did you find out about this position? (Select all that apply)
RecruiterCity of Minneapolis websiteCity of Minneapolis employeeCity of Minneapolis job interest cardCity of Minneapolis Career Opportunities BulletinFriend or family memberLeague of Minnesota Cities websiteDiversityjobs.com websiteGovernmentjobs.com websiteIndeed.com websiteMinnesotajobs.com websiteMinnesota Council of Nonprofits WebsiteOther websiteLinkedInTwitterFacebookOther social media siteNewspaperOther mediaCollege or UniversityCommunity organizationJob FairProfessional associationSite Visit
02
Please specify where you heard about this position (e.g., website name, City of Minneapolis employee name, job fair, professional association).
03
This position will require an extensive Minneapolis Police Department background check. Individuals who have been convicted of a felony crime will not be considered, including any prior thefts or other criminal convictions related to dishonesty. Will you be able to pass this background check?
NoYes
04
This position requires a minimum of a High School diploma or equivalent. Please indicate below the highest level of education that you have completed.
No High School Diploma or GEDHigh School Diploma or GEDHigh School Diploma/GED and Some CollegeAssociate DegreeBachelor's DegreeMaster's Degree
05
Indicate how much administrative and/or office management work experience you have.
No experienceLess than 1 yearMore than 1 year but less than 2 yearsMore than 2 years but less than 3 yearsMore than 3 years but less than 4 yearsMore than 4 years but less than 5 years5 years or more
06
What level of experience do you have in professional and academic writing (e.g. research papers, e-mails, reports)?
BeginnerIntermediateAdvanced
07
How many years of experience do you have in planning and scheduling meetings, conferences, and travel?
No experienceLess than 1 yearMore than 1 year but less than 2 yearsMore than 2 years but less than 3 yearsMore than 3 years but less than 4 yearsMore than 4 years but less than 5 years5 years or more
08
What level of experience do you have with assisting budget preparation, contract preparation, annual reports, and special reports.
No ExperienceBeginnerIntermediateAdvanced
09
Do you have experience in project management?
NoYes
10
How many years of experience do you have in on-boarding and off-boarding employees?
No experienceLess than 1 yearMore than 1 year but less than 2 yearsMore than 2 years but less than 3 yearsMore than 3 years but less than 4 years4 years or more
Required Question