Administrative Secretary 1-2
: Job Details :

The current vacancy is in the Social Services Department. The eligibility list created by this vacancy may be used to hire other vacancies in the department or County.

To provide secretarial and administrative support in the area to which assigned; and to perform related duties as assigned. (This is the entry-level class for Administrative Secretary. It differs from the 2-level in that employees are developing the knowledge, skills, and abilities necessary to function at the full performance level.)

Flexible Workplace

This position is identified under the designation of 'flex work eligible', meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two-days per week are performed in office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county's flexible workplace policy. To view Ramsey County's Flexible Workplace policy, go to: Flexible Workplace policy.

If an internal candidate is selected, salary will be set in accordance with the personnel rules (i.e., promotion, transfer, or voluntary reduction).

To view or print a copy of the complete Ramsey County job (class) description for this position, go to: Job Descriptions. Once at this page, you can browse the alphabetical list or search for a job description.

Hourly Rate Administrative Secretary 1: $22.09 - $33.76

Hourly Rate Administrative Secretary 2: $23.76 - $37.36

* Promote a diverse, culturally competent, and respectful workplace.

* Perform duties related to oral communications and public contacts including screening phone calls, scheduling appointments, and maintaining an appointment calendar for supervisor; arranging meetings and conferences by notifying participants, making room arrangements, preparing and distributing an agenda and preparing the necessary materials; making travel and hotel arrangements when needed; acting as liaison with other departmental/divisional staff, other county departments, other governmental agencies, and the County Board of Commissioners in order to maintain a reliable flow of information; answering inquiries and responding to complaints from clients, the public, other agencies, county employees, in person and over the telephone by supplying general or technical information.

* Perform duties related to written communications including screening supervisor's or department's incoming mail and either disposing of independently or routing to the proper person; typing proofreading and formatting letters, memorandums, manuals and technical or financial reports, and performing layout and design of reports or charts as necessary; taking of minutes and transcribing into typewritten form; researching issues, assembling data, compiling reports and composing correspondence in order to complete both routine assignments and special projects; and entering data and producing reports using file management and excel spreadsheets.

* Perform duties related to forms and records maintenance including establishing, organizing, maintaining and updating files; searching files for information; maintaining departmental records and statistics; recommending new forms, revising existing forms and writing and updating procedures or instructions for using forms; and maintaining electronic data files.

* Perform budget maintenance or payroll duties such as assisting in the preparation of the department/division budget by assembling, compiling, editing and organizing data, projecting department expenditures in individual line item accounts; writing budget narratives justifying requests; monitoring line item accounts in the budget and notifying the supervisor when budget adjustments are necessary; ordering and maintaining materials, supplies and equipment and authorizing payment for related bills; meeting with equipment vendors and county purchasing officers in order to make recommendations on the purchase of new equipment; and monitoring department/division payroll and personnel transactions.

* Analyze administrative policies and procedures and operational problems as assigned in order to make recommendations to the supervisor.

* Develop and maintain office procedures that will ensure effective internal communications, maintain a steady workflow, and ensure the efficient processing of a large volume of paperwork.

* Set priorities for carrying out administrative functions in order to maintain the smooth operation of the office as well as meet deadlines imposed by the County Board, Human Resources Department, Finance Department, and outside agencies.

* Handle confidential information with discretion and maintain compliance with the Minnesota Government Data Practices Act in releasing information to the public, other agencies, departmental staff and the press.

* Prepare the department's public information materials which, depending upon assignment, may include: 1) compiling information; 2) writing, proofreading, and editing articles, newsletters, brochures, press releases, and signs; 3) using a computer to format and design materials; 4) using sign-making equipment; 5) obtaining and evaluating price estimates; 6) working with printers, designers, or others on special projects; 7) submitting materials to others in the department for review before releasing final versions; and 8) providing administrative and secretarial support in setting up public meetings and events and media events.

(The work assigned to a position in this classification may not include all possible tasks in this description and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position's management approved work schedule is required.)

ESSENTIAL FUNCTIONS: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10.

Education: High school diploma or equivalent.

Experience: Six years of clerical experience, including two years of secretarial or equivalent experience.

Substitution: An Associate's degree may substitute for two years of the required experience. A Bachelor's degree may substitute for four years of the required experience. The examination process will consist of the following section with each section weighted as indicated:

* Training and Experience Rating = 100%

The examination for Administrative Secretary 1-2 will consist of a training and experience rating, comprised of the questions in the attached supplemental questionnaire. Not all applicants who meet the minimum qualifications will pass the training and experience rating. The rating on this supplemental questionnaire will depend on your answers to the questions - do not mark see resume or see work history as a response. Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination.

Eligible List: The names of all applicants who filed a properly completed application and passed the examination/screening process shall be placed on the eligible list for an employment opportunity as an Administrative Secretary 1-2. This list will be certified to the appointing authority which may use this list to conduct interviews to fill a vacancy. Candidates will remain on the list for 30 days or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted, informing them that the list has been certified and their status.

Veteran's Preference: This is a classified position requiring an open, competitive selection process. Veteran's Preference points will be applied after a candidate passes the examination process. Applicants who are eligible for veteran's preference should update their veteran's DD214, and other supporting documents, and submit them as an attachment at the time of application.

Criminal Background Checks: All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. However, making false statements or withholding information will cause you to be barred from employment, or removed from employment.

E-Verify Participation: Ramsey County participates in the federal E-Verify program. This means that Ramsey County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Ramsey County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

Equal Opportunity Employer: Ramsey County provides equal access to employment, programs, and services without regard to race, color, creed, religion, age, sex (except when sex is a Bona Fide Occupational Qualification), disability, familial or marital status, sexual orientation or gender identity, public assistance status, place of residence, political affiliation, or national origin.

Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of its workforce. The county strives being equitable, inclusive, transparent, respectful, and impactful in how we serve and engage with residents, as well as Ramsey County employees. Advancing racial equity ensures all people who need access to opportunities and services we provide, will receive them. Racial equity is achieved when race can no longer be used to predict life outcomes, and outcomes for all are improved.

To print a paper application for this posting click Paper Application. You will need to print this posting AND answer the supplemental questions associated with this exam and submit them with your completed paper application.

For further information regarding this posting, please contact ...@co.ramsey.mn.us