City of Hopkins, MN
Administrative Assistant
City of Hopkins, MN, Hopkins, Minnesota, United States, 55343
Salary :
$58,136.00 - $70,844.80 Annually
Location :
1010 1st Street South, Hopkins
Job Type:
Full Time
Job Number:
00155
Department:
Administration Department
Division:
City Clerk
Opening Date:
10/21/2024
Closing Date:
11/6/2024 7:00 AM Central
Class Summary
There are TWO open positions in this recruitment process. These positions are the lead for the City Hall Information Desk, supporting the Administration, City Clerk, and Inspection departments.
The Administrative Assistant position is responsible for performing moderately involved clerical and administrative duties. Responsibilities may include: collecting, preparing, and reviewing information; processing applications, forms, licenses, permits and other documents; maintaining records and related systems or database; public communications including committee minutes, sharing data on departmental website or bulletins.
Scope of Impact
:The duties and responsibilities of this job are performed with latitude for independent judgement in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of department operations. Work is subject to periodic review by the supervisor, who provides input on approval of recommendations and discusses assignments, priorities and work.
Essential Duties
Processes, collects, prepares, issues, reviews, revises, notarizes, proofreads, updates, distributes and/or submits applications, forms, licenses, purchase orders, notices, agreements, contracts, permits, publications, memos, reports, evidence-related paperwork, and/or other documents and information Maintains, revises, enters or retrieves information into/from, and/or updates files, records, mailing lists, websites, and filing and online systems or databases; work may involve creating forms, spreadsheets, and databases; entering requests; and running reports Performs office support and customer service duties, to include providing standard and department-specific information to internal and external parties in person, or via email, telephone, or social media; recording service, task, or other requests; purchasing supplies, managing inventory, and checking office machines and equipment for functionality; sorting and distributing mail; and scheduling and monitoring assigned department operations Schedules, coordinates, and/or performs activities and operations related to facility use, storing evidence, and/or special events; work may involve providing relevant resources and information to internal or external parties; reserving rooms; setting up facilities; recording transactions into online systems; collecting, receipting, and/or forwarding payments; processing invoices; and reconciling bills and accounts Prepares, revises, edits, records, and/or forwards communication and other materials related to assigned department; work may involve transcribing and disseminating meeting minutes; sharing data on the assigned department's website or bulletin; printing and posting schedules; and preparing, compiling, and/or distributing agenda or accounting packets Organizes and coordinates activities for assigned programs/projects/events; work may involve selecting event participants/stakeholders; inspecting facilities to ensure client preferences; coordinating with vendors and program users; managing rosters; sending reminders to program/project stakeholders; researching information, collecting funds and processing refunds; and advertising programs by preparing, revising, and/or updating print and electronic materials Coordinates with internal and external parties to provide administrative support and facilitate assigned departmental/personnel operations; work may involve maintaining and establishing relationships with community partners; sending notifications/reminders; and providing project/program status updates Prepares, designs, edits, updates, and/or maintains billing and other reports, records, flyers, publications, and electronic and other communications and documentation, to facilitate department operations, including promoting programs and events, and reporting and recording department operations Monitors, trains, and assigns work to part-time staff and volunteers. Performs facility security and maintenance duties, including opening and closing facilities/buildings, and cleaning assigned area(s) of facilities May serve as a notary public. Performs other duties of a similar nature or level.
FUNCTIONAL SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:Positions in the Administration Department may be responsible for
Reviewing contractor and business licenses and permits. Generating and mailing notices. Scheduling building, mechanical, and plumbing inspections.
Processing, reviewing, and/or accepting all plans being submitted for review to ensure documents are complete and in order.
Serving at City Hall Information Desk. Providing administrative support to the City Manager, City Council, Assistant City Manager, City Clerk, and/or other personnel/departments, as needed. Performing work related to elections, data retention and agenda management.
Qualifications
MINIMUM EDUCATION AND EXPERIENCE:High school diploma or G.E.D.; 2 years administrative support experience; or an equivalent combination of education and experience
LICENSING REQUIREMENTS:None
Physical Requirements:
Positions in this class typically require: climbing, balancing, stooping, reaching, standing, walking, fingering, grasping, talking, hearing, and seeing.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Essential Knowledge and Skills
ESSENTIAL KNOWLEDGE AND SKILLS:
Knowledge of
Research and reporting methods; Procedures, policies, and practices in assigned area of responsibility; Customer service principles; Applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes; Mathematical principles; Knowledge of procedures, policies, and practices in assigned area of responsibility; Routine bookkeeping principles and practices; Modern office procedures, methods, and equipment; Basic filing and recordkeeping principles; English language, grammar, and punctuation.
SkillsUsing a computer and related software applications; Designing and preparing reports and forms; Providing customer service; Proofreading and editing documents; Utilizing modern office equipment; Performing mathematical calculations; Typing correspondence, memos, vouchers, and/or other related information; Assembling and organizing data and information; Performing mathematical calculations; Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information;
The City of Hopkins offers medical, dental, vision, short and long term disability, life insurance as well as critical illness and accident insurance.
Other Additional benefits include PERA, HCSP (Health Care Savings Plan), EAP (Employee Assistance Program), Parental, Caregiver and Bereavement Leave and many other wellness and engagement opportunities.
Benefits may vary per the AFSCME Union contract agreement.
Further details will be available contingent upon hire.
01
Please select your highest level of education.
High school diploma or GEDAssociate degreeBachelor's degreeMaster's degree
02
Please select your experience with administrative support or related experience.
NoneLess than 1 year experience1 year experience2 years experience3 + years of experience
03
Describe your experience leading a customer service information desk. Where did you work, who were the customers, and what was your role.
04
This position is the primary customer service point of contact for the City Hall Information Desk open Monday - Friday 8 am - 4:30 pm. Are you able to work these hours?
YesNo
05
Do you fluently speak any languages other than English?
YesNo
06
If yes to speaking another language, please select the language.
SpanishSomaliOther
07
Describe a time when you used technology or software to improve a process. What was the old process, what did you change, and what was the result?
Required Question
$58,136.00 - $70,844.80 Annually
Location :
1010 1st Street South, Hopkins
Job Type:
Full Time
Job Number:
00155
Department:
Administration Department
Division:
City Clerk
Opening Date:
10/21/2024
Closing Date:
11/6/2024 7:00 AM Central
Class Summary
There are TWO open positions in this recruitment process. These positions are the lead for the City Hall Information Desk, supporting the Administration, City Clerk, and Inspection departments.
The Administrative Assistant position is responsible for performing moderately involved clerical and administrative duties. Responsibilities may include: collecting, preparing, and reviewing information; processing applications, forms, licenses, permits and other documents; maintaining records and related systems or database; public communications including committee minutes, sharing data on departmental website or bulletins.
Scope of Impact
:The duties and responsibilities of this job are performed with latitude for independent judgement in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of department operations. Work is subject to periodic review by the supervisor, who provides input on approval of recommendations and discusses assignments, priorities and work.
Essential Duties
Processes, collects, prepares, issues, reviews, revises, notarizes, proofreads, updates, distributes and/or submits applications, forms, licenses, purchase orders, notices, agreements, contracts, permits, publications, memos, reports, evidence-related paperwork, and/or other documents and information Maintains, revises, enters or retrieves information into/from, and/or updates files, records, mailing lists, websites, and filing and online systems or databases; work may involve creating forms, spreadsheets, and databases; entering requests; and running reports Performs office support and customer service duties, to include providing standard and department-specific information to internal and external parties in person, or via email, telephone, or social media; recording service, task, or other requests; purchasing supplies, managing inventory, and checking office machines and equipment for functionality; sorting and distributing mail; and scheduling and monitoring assigned department operations Schedules, coordinates, and/or performs activities and operations related to facility use, storing evidence, and/or special events; work may involve providing relevant resources and information to internal or external parties; reserving rooms; setting up facilities; recording transactions into online systems; collecting, receipting, and/or forwarding payments; processing invoices; and reconciling bills and accounts Prepares, revises, edits, records, and/or forwards communication and other materials related to assigned department; work may involve transcribing and disseminating meeting minutes; sharing data on the assigned department's website or bulletin; printing and posting schedules; and preparing, compiling, and/or distributing agenda or accounting packets Organizes and coordinates activities for assigned programs/projects/events; work may involve selecting event participants/stakeholders; inspecting facilities to ensure client preferences; coordinating with vendors and program users; managing rosters; sending reminders to program/project stakeholders; researching information, collecting funds and processing refunds; and advertising programs by preparing, revising, and/or updating print and electronic materials Coordinates with internal and external parties to provide administrative support and facilitate assigned departmental/personnel operations; work may involve maintaining and establishing relationships with community partners; sending notifications/reminders; and providing project/program status updates Prepares, designs, edits, updates, and/or maintains billing and other reports, records, flyers, publications, and electronic and other communications and documentation, to facilitate department operations, including promoting programs and events, and reporting and recording department operations Monitors, trains, and assigns work to part-time staff and volunteers. Performs facility security and maintenance duties, including opening and closing facilities/buildings, and cleaning assigned area(s) of facilities May serve as a notary public. Performs other duties of a similar nature or level.
FUNCTIONAL SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:Positions in the Administration Department may be responsible for
Reviewing contractor and business licenses and permits. Generating and mailing notices. Scheduling building, mechanical, and plumbing inspections.
Processing, reviewing, and/or accepting all plans being submitted for review to ensure documents are complete and in order.
Serving at City Hall Information Desk. Providing administrative support to the City Manager, City Council, Assistant City Manager, City Clerk, and/or other personnel/departments, as needed. Performing work related to elections, data retention and agenda management.
Qualifications
MINIMUM EDUCATION AND EXPERIENCE:High school diploma or G.E.D.; 2 years administrative support experience; or an equivalent combination of education and experience
LICENSING REQUIREMENTS:None
Physical Requirements:
Positions in this class typically require: climbing, balancing, stooping, reaching, standing, walking, fingering, grasping, talking, hearing, and seeing.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Essential Knowledge and Skills
ESSENTIAL KNOWLEDGE AND SKILLS:
Knowledge of
Research and reporting methods; Procedures, policies, and practices in assigned area of responsibility; Customer service principles; Applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes; Mathematical principles; Knowledge of procedures, policies, and practices in assigned area of responsibility; Routine bookkeeping principles and practices; Modern office procedures, methods, and equipment; Basic filing and recordkeeping principles; English language, grammar, and punctuation.
SkillsUsing a computer and related software applications; Designing and preparing reports and forms; Providing customer service; Proofreading and editing documents; Utilizing modern office equipment; Performing mathematical calculations; Typing correspondence, memos, vouchers, and/or other related information; Assembling and organizing data and information; Performing mathematical calculations; Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information;
The City of Hopkins offers medical, dental, vision, short and long term disability, life insurance as well as critical illness and accident insurance.
Other Additional benefits include PERA, HCSP (Health Care Savings Plan), EAP (Employee Assistance Program), Parental, Caregiver and Bereavement Leave and many other wellness and engagement opportunities.
Benefits may vary per the AFSCME Union contract agreement.
Further details will be available contingent upon hire.
01
Please select your highest level of education.
High school diploma or GEDAssociate degreeBachelor's degreeMaster's degree
02
Please select your experience with administrative support or related experience.
NoneLess than 1 year experience1 year experience2 years experience3 + years of experience
03
Describe your experience leading a customer service information desk. Where did you work, who were the customers, and what was your role.
04
This position is the primary customer service point of contact for the City Hall Information Desk open Monday - Friday 8 am - 4:30 pm. Are you able to work these hours?
YesNo
05
Do you fluently speak any languages other than English?
YesNo
06
If yes to speaking another language, please select the language.
SpanishSomaliOther
07
Describe a time when you used technology or software to improve a process. What was the old process, what did you change, and what was the result?
Required Question