City of Maple Grove, MN
Administrative Assistant I- P&R
City of Maple Grove, MN, Osseo, Minnesota, United States, 55311
Salary:
$63,516.96 - $84,389.76 Annually
Location :
Maple Grove 55369, MN
Job Type:
Full-time- Benefit Earning
Job Number:
2024-00109
Department:
Parks & Recreation
Opening Date:
11/25/2024
Closing Date:
12/9/2024 11:59 PM Central
Job Summary
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 70,000 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 250 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 Parks & Recreation Department is seeking an organized and proactive individual to serve as our Administrative Assistant! In this role, you will assist managers, supervisors, and leadership in a dynamic environment. You will play a pivotal role in coordinating multiple projects, handling tight deadlines, coordinating pre-hire and onboarding, updating the website and social media, and providing excellent customer service experience. As the Administrative Assistant, you will get a variety of tasks with opportunities to collaborate across departments and ensure smooth operations. 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, which is dedicated to creating memorable experiences for our residents!
* Must occasionally have a flexible work schedule to accommodate to support occasional evening/weekend meetings or department programs and events*
Hiring Timeline
*subject to change*
Application window closes- December 9
First round of interviews- December 16 & 17
Final interview- January 2
Park Board approval- January 17
Tentative start date- January 27
Responsibilities
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 inquiries and interprets information regarding department services, programs and procedures with city staff, department and the public. Manages the comprehensive part-time employee job posting, on-boarding process and database (neogov). Manage website updates, social media posts, and input class information into recreation software. Coordinates agenda items from all department staff and other departments for Park Board meetings and prepares Park Board (and occasionally City Council) meeting packets and departmental follow up post meeting. 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 through work order software. Prepares, types, edits and proofreads a variety of documents including recreation brochure, general correspondence, reports, agendas and minutes; invoices and enters data and information into various computer programs. Assists in the assemblage of the department budget and annual report. Safeguards confidential data and sensitive personnel information. 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. Troubleshoots issues and provides solutions as able. Provides back-up to other staff as needed.
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 software and programs including but not limited to NEOGOV, RecTrac, Microsoft 365 and Cartegraph. Execute various administrative tasks, such as preparing documents, reports, presentations, and brochures. 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.
Qualifications
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 Nice to have:
Experience as an Administrative Assistant working for a municipality Experience with NEOGOV, RecTrac, Cartegraph, Civic Plus (Website), Microsoft 365 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
Supplemental Information
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.
The City of Maple Grove offers its employees a competitive total rewards package. For details, please visit the
01
Please select the highest level of education you have completed related to this position.
None High School diploma or equivalent Some college Associate's degree Bachelor's degree Master's degree or higher
02
Please select your years of increasingly responsible related experience in administrative support.
None Less than one year One year to less than two years Two years to less than three years Three years to less than four years Four years to less than five years Five or more years
03
Do you have specialized training in administrative support and/or office administration?
Yes No
04
Please select your years of experience in administrative support while working for a municipality.
None Less than one year One year to less than two years Two years to less than three years Three years to less than four years Four years to less than five years Five or more years
05
Please select any programs you have skilled experience with.
NEOGOV RecTrac Asset management software Website software Other recreation software None of the above
06
Do you speak sign language or a language other than English?
Yes No
07
If yes, please list language and level of proficiency as basic, conversational, or fluent.
Required Question
$63,516.96 - $84,389.76 Annually
Location :
Maple Grove 55369, MN
Job Type:
Full-time- Benefit Earning
Job Number:
2024-00109
Department:
Parks & Recreation
Opening Date:
11/25/2024
Closing Date:
12/9/2024 11:59 PM Central
Job Summary
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 70,000 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 250 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 Parks & Recreation Department is seeking an organized and proactive individual to serve as our Administrative Assistant! In this role, you will assist managers, supervisors, and leadership in a dynamic environment. You will play a pivotal role in coordinating multiple projects, handling tight deadlines, coordinating pre-hire and onboarding, updating the website and social media, and providing excellent customer service experience. As the Administrative Assistant, you will get a variety of tasks with opportunities to collaborate across departments and ensure smooth operations. 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, which is dedicated to creating memorable experiences for our residents!
* Must occasionally have a flexible work schedule to accommodate to support occasional evening/weekend meetings or department programs and events*
Hiring Timeline
*subject to change*
Application window closes- December 9
First round of interviews- December 16 & 17
Final interview- January 2
Park Board approval- January 17
Tentative start date- January 27
Responsibilities
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 inquiries and interprets information regarding department services, programs and procedures with city staff, department and the public. Manages the comprehensive part-time employee job posting, on-boarding process and database (neogov). Manage website updates, social media posts, and input class information into recreation software. Coordinates agenda items from all department staff and other departments for Park Board meetings and prepares Park Board (and occasionally City Council) meeting packets and departmental follow up post meeting. 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 through work order software. Prepares, types, edits and proofreads a variety of documents including recreation brochure, general correspondence, reports, agendas and minutes; invoices and enters data and information into various computer programs. Assists in the assemblage of the department budget and annual report. Safeguards confidential data and sensitive personnel information. 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. Troubleshoots issues and provides solutions as able. Provides back-up to other staff as needed.
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 software and programs including but not limited to NEOGOV, RecTrac, Microsoft 365 and Cartegraph. Execute various administrative tasks, such as preparing documents, reports, presentations, and brochures. 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.
Qualifications
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 Nice to have:
Experience as an Administrative Assistant working for a municipality Experience with NEOGOV, RecTrac, Cartegraph, Civic Plus (Website), Microsoft 365 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
Supplemental Information
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.
The City of Maple Grove offers its employees a competitive total rewards package. For details, please visit the
01
Please select the highest level of education you have completed related to this position.
None High School diploma or equivalent Some college Associate's degree Bachelor's degree Master's degree or higher
02
Please select your years of increasingly responsible related experience in administrative support.
None Less than one year One year to less than two years Two years to less than three years Three years to less than four years Four years to less than five years Five or more years
03
Do you have specialized training in administrative support and/or office administration?
Yes No
04
Please select your years of experience in administrative support while working for a municipality.
None Less than one year One year to less than two years Two years to less than three years Three years to less than four years Four years to less than five years Five or more years
05
Please select any programs you have skilled experience with.
NEOGOV RecTrac Asset management software Website software Other recreation software None of the above
06
Do you speak sign language or a language other than English?
Yes No
07
If yes, please list language and level of proficiency as basic, conversational, or fluent.
Required Question