City of New Hope, MN
Administrative Specialist for City Manager Dept.
City of New Hope, MN, New Hope, MN, United States
Salary : $66,955.20 - $83,699.20 Annually
Location : New Hope, MN
Job Type: Full-time
Department: City Manager
Opening Date: 12/10/2024
Closing Date: 12/30/2024 12:00 PM Central
FLSA: Non-Exempt
Bargaining Unit: N/A
Description
Join a hard-working, fun team in a supportive community. The successful candidate will support the operating policies and procedures of the city manager department, acting as the primary point of contact for residents and other visitors to city hall. In addition to answering the main phone line for the City, they will also manage incoming and outgoing mail, create city council packets and assist the city manager and city clerk as needed. They are also a partner to the city clerk in administering elections, which typically takes place every other year in New Hope. The individual appointed will do this while enjoying excellent benefits including medical, dental and life insurances and earning paid time off. The New Hope City Hall, built new in 2019, provides a comfortable, safe environment.
Examples of Duties
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Essential Functions
Minimum Qualifications
Education and Experience
High school diploma or GED and moderate experience, or equivalent combination of education and experience.
Physical Requirements
This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work requires close vision, ability to adjust focus, night vision and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Special Requirements
Certified Minnesota Notary Public (may obtain during employment)
Valid driver's license in the State of Minnesota
Additional Information
Tentative Timeline:
Dec. 30 - Applications due at noon
Jan. 9 - Interview with Staff
Week of Jan. 13 - Office Skills Testing (online)
Jan. 14 Evening - Interview with Personnel Board
Jan. 21 - Interview with City Manager and City Clerk
Background and reference checks for preferred candidate
Mid-February - Tentative time frame to start employment
The city of New Hope offers an excellent, complete benefits package to full-time, eligible employees including: health and dental insurance; health savings account (HSA); short-term, long-term and life insurance; pension (PERA); holidays; personal leave; deferred compensation plans; tuition reiumbursement; employee assistance program and wellness program.
01
Do you have a high school diploma or G.E.D. equivalent?
02
Describe your office experience. Be sure to expound upon experience that you feel relates specifically to this position either directly or indirectly. If none, indicate "n/a."
03
Describe your experience that demonstrates customer service experience relative to this position. If none, enter "n/a."
04
Indicate your level of proficiency with Microsoft Word.
05
Describe your experience with word processing (e.g., Word) including the functionality you have used to create and work with documents. If none, indicate "n/a."
06
Are you available to attend evening meetings and take detailed minutes?
07
Describe your experience writing meeting minutes. If none, indicate "n/a."
08
Indicate your level of proficiency for Microsoft Outlook.
09
Describe your experience supporting this rating for your Outlook proficiency. If none, enter "n/a."
10
Describe your experience working with confidential information.
11
Describe your experience working with a multiline phone. If none, indicate "n/a."
12
Describe any additional examples of work-related projects that have provided experience applicable to this position.
13
Describe your experience maintaining paper and electronic files. If none, enter "n/a."
14
Indicate your level of proficiency for Microsoft Excel.
15
Describe your experience supporting this rating for your Excel proficiency. If none, enter "n/a."
16
Indicate the following for Microsoft PowerPoint or other presentation software:On a scale of 0 to 5, with 5 being the highest and 0 indicating no experience, indicate your proficiency.How many years have you used it?List specific examples of how you have used it.
17
Do you have experience using an iPad (not required)?
18
Describe any additional information that would be helpful in evaluating your application.
Required Question
Location : New Hope, MN
Job Type: Full-time
Department: City Manager
Opening Date: 12/10/2024
Closing Date: 12/30/2024 12:00 PM Central
FLSA: Non-Exempt
Bargaining Unit: N/A
Description
Join a hard-working, fun team in a supportive community. The successful candidate will support the operating policies and procedures of the city manager department, acting as the primary point of contact for residents and other visitors to city hall. In addition to answering the main phone line for the City, they will also manage incoming and outgoing mail, create city council packets and assist the city manager and city clerk as needed. They are also a partner to the city clerk in administering elections, which typically takes place every other year in New Hope. The individual appointed will do this while enjoying excellent benefits including medical, dental and life insurances and earning paid time off. The New Hope City Hall, built new in 2019, provides a comfortable, safe environment.
Examples of Duties
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Essential Functions
- Uses word processing software to set up and type letters, memos, council requests, resolutions, agendas, minutes, and other documents, such as public hearing notices.
- Sets up and maintains department files and records consistent with the City's records management program.
- Answers phones, greets the public, provides customer assistance, and routes information to appropriate City personnel.
- Enters data into computer programs to maintain databases such as business licenses and customer complaints.
- Provides accurate information to the public and city personnel by researching and retrieving data from files and computer programs.
- Complies with data privacy laws per Minnesota state statutes and city policies.
- Performs administrative duties such as scheduling appointments and ordering office supplies.
- Composes minutes of official meetings from recordings and/or handwritten notes, using good judgment as to content, accuracy, and completeness.
- Serves as an election official and as part of those duties will assist the city clerk with maintaining election equipment, providing training to election judges and administering absentee voting for residents.
- May coordinate work of others, but does not supervise.
- Acts as a Notary Public.
- Comprehensive knowledge of business licenses.
- Comprehensive knowledge of standard cash handling procedures.
- General knowledge of ordinances and city policies.
- General knowledge of election laws including absentee voting.
- Comprehensive skill establishing and maintaining data records and reports.
- Comprehensive skill operating standard office equipment and applicable hardware and software.
- General skill operating standard accounting software.
- General skill operating standard audio and video hardware.
- General skill operating utility billing software.
- Ability to play a lead role in the City's records management system.
- Ability to compute rates, ratios and percentages.
- Ability to establish and maintain effective working relationships with other staff members, citizens, elected officials and the general public.
Minimum Qualifications
Education and Experience
High school diploma or GED and moderate experience, or equivalent combination of education and experience.
Physical Requirements
This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work requires close vision, ability to adjust focus, night vision and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Special Requirements
Certified Minnesota Notary Public (may obtain during employment)
Valid driver's license in the State of Minnesota
Additional Information
Tentative Timeline:
Dec. 30 - Applications due at noon
Jan. 9 - Interview with Staff
Week of Jan. 13 - Office Skills Testing (online)
Jan. 14 Evening - Interview with Personnel Board
Jan. 21 - Interview with City Manager and City Clerk
Background and reference checks for preferred candidate
Mid-February - Tentative time frame to start employment
The city of New Hope offers an excellent, complete benefits package to full-time, eligible employees including: health and dental insurance; health savings account (HSA); short-term, long-term and life insurance; pension (PERA); holidays; personal leave; deferred compensation plans; tuition reiumbursement; employee assistance program and wellness program.
01
Do you have a high school diploma or G.E.D. equivalent?
- Yes
- No
02
Describe your office experience. Be sure to expound upon experience that you feel relates specifically to this position either directly or indirectly. If none, indicate "n/a."
03
Describe your experience that demonstrates customer service experience relative to this position. If none, enter "n/a."
04
Indicate your level of proficiency with Microsoft Word.
- None
- Beginner
- Intermediate
- Advanced
05
Describe your experience with word processing (e.g., Word) including the functionality you have used to create and work with documents. If none, indicate "n/a."
06
Are you available to attend evening meetings and take detailed minutes?
- Yes
- No
07
Describe your experience writing meeting minutes. If none, indicate "n/a."
08
Indicate your level of proficiency for Microsoft Outlook.
- No Experience
- Beginner
- Intermediate
- Advanced
09
Describe your experience supporting this rating for your Outlook proficiency. If none, enter "n/a."
10
Describe your experience working with confidential information.
11
Describe your experience working with a multiline phone. If none, indicate "n/a."
12
Describe any additional examples of work-related projects that have provided experience applicable to this position.
13
Describe your experience maintaining paper and electronic files. If none, enter "n/a."
14
Indicate your level of proficiency for Microsoft Excel.
- No Experience
- Beginner
- Intermediate
- Advanced
15
Describe your experience supporting this rating for your Excel proficiency. If none, enter "n/a."
16
Indicate the following for Microsoft PowerPoint or other presentation software:On a scale of 0 to 5, with 5 being the highest and 0 indicating no experience, indicate your proficiency.How many years have you used it?List specific examples of how you have used it.
17
Do you have experience using an iPad (not required)?
- Yes
- No
18
Describe any additional information that would be helpful in evaluating your application.
Required Question