Location: Rochester,MN, USA
Expected starting salary is $23.06 to $30.79. Full salary range $23.06 to $38.52.
Associate's degree from an accredited college or university in business, administrative assistant, or related field.
OR
Combination of education and experience equivalent to two (2) years of experience in a customer-focused position.
Regular and reliable attendance is a necessary component of job/position. Individuals required to use County vehicles and equipment must have a valid driver's license and be free of any major traffic violations for the last three (3) years.
Under supervision, performs a variety of administrative support tasks requiring specialized knowledge of policies, procedures and laws applicable to the area of assignment. Provides customer service to internal and external customers, answers questions, compiles data and reports, and prepares correspondence. Work is performed independently with attention to detail and periodic review for accuracy and conformance to prescribed standards. Answers questions about policies and procedures and may train others.
* Courteously greets visitors and answer multi-line telephones; screens calls, answers questions and responds to inquiries; directs visitors/callers to appropriate staff or department; takes and distributes accurate messages.
* Provide support to the Internal Services Division departments, Administration, Human Resources, Finance, Policy Analysis and Communications, Informational Technology Solutions and Board of Commissioners. Respond to questions from departments and public.
* Attends Board of Commissioners (BOC) and committee meetings and prepares minutes. Maintains these documents as permanent records, including developing and maintaining an index of all permanent documents.
* Prepares and organizes the electronic agenda for the BOC meetings, ensuring that all items are complete. Makes copies and distributes as needed. Compiles agenda paperwork and creates individual electronic files for each agenda item.
* Attends and records meeting as needed. Takes minutes and prepares an electronic record of the minutes.
* Verifies the electronic posting of the agendas on PrimeGov, posts the agenda for internal and external viewing.
* Assists with all required documents after BOC meetings. Notifies departments of BOC decisions/actions. Responds to questions from departments and the public concerning BOC actions.
* Assists with updating, maintaining and managing department webpages.
* Performs web editing tasks including uploading and editing documents, converting documents to various formats, managing site content, updating and managing social media sites.
* Maintains an adequate inventory of commonly used office supplies, prepares and processes purchase orders for the needed items, places orders and prepares vouchers for payment.
* Receives, opens, sorts, scans, and delivers incoming mail; prepares items for outgoing mail.
* Maintains electronic records including document electronic scanning and hard copy filing, including multi-copy records and archiving.
* Maintains and manages records for Commissioner and Volunteer appointed Boards and Committees. Serves as liaison to departments with open positions and schedules interviews.
* Attends and participates in office staff meetings. Presents recommendations to improve department clerical efficiency.
* Assists with scheduling and administering activities, meetings, and retreats for the Board of Commissioners meeting.
* Assist with 508-compliance.
* Provide support for specific programs; One Olmsted, Advisory Board, Data Practice and Policy.
* Assist with meal orders and travel arrangements for all departments within Internal Services.
* Performs other projects/duties as assigned, including assisting with overflow work and/or helping provide temporary coverage for other positions within the department.
* Ability to exercise considerable tact and courtesy in frequent contact with public officials, news media representatives, county employees and the general public, including displeased citizens.
* Skilled in customer service and interpersonal communication.
* Ability to establish and maintain effective working relationships with department employees, other county employees, county officials, and the public.
* Ability to work in a cooperative and multi-task work environment; ability to work under date and time requirements.
* Ability to prioritize tasks and work on multiple projects simultaneously with regular interruption from front desk/reception responsibilities.
* Ability to take accurate and understandable minutes and notes of meetings in shorthand, longhand, or computer.
* Ability to communicate effectively orally and in writing in a professional, business-like manner and maintain a professional appearance.
* Ability to exercise discretion over sensitive and confidential issues related to the department and its business.
* Ability to learn and apply new information quickly and accurately.
* Ability to demonstrate strong organizational skills.
* Ability to demonstrate advanced computer skills in Microsoft Office Suite, and other software programs, to manage and generate information, reports, letters, etc.
* Thorough working knowledge and understanding of the statutes, laws, ordinances and regulations governing the Olmsted County Board.
* Thorough knowledge of grammar, punctuation, and spelling with the ability to compose effectively.
* Ability to demonstrate accuracy, neatness and relentless attention to detail.
* Ability to proof work personally performed and work done by others.
* Ability to make routine decisions within scope of responsibilities.
* Ability to demonstrate excellent records management skills.
* Strong understanding and appreciation of clerical/administrative work
Persons with disabilities: the above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.
Physical Demands and Work Environment: In compliance with Americans with Disabilities Act, the following represents the Physical and Environmental Demands:
Function:
24% or Less
25% - 49%
50%-74%
75% or more
Office environment
X
Sitting, standing
X
Walking, reaching, pulling
X
Typing/data entry
X
Talking, hearing
X
Close and distance vision
X
Color vision, depth perception, accommodation, field of vision
X
Sedentary (exert up to 10 pounds of force)
X
An Equal Opportunity Employer