Administrative Assistant

The City of Willmar, Minnesota; Willmar (MN); On-site; USD 40,000 - 52,000; Full time

Job summary

The City of Willmar, Minnesota seeks an administrative professional to support the City Administrator and City Clerk. You will perform clerical tasks, prepare reports, draft documents, and coordinate with the Mayor, Council, and departments. Strong MS Office skills and experience in executive support are required.

Open until filled with initial review dates. Expect a full-time, non-exempt clerical role in a municipal office setting, offering opportunities to work across departments and engage

Qualifications

• Associate degree from a technical or business college.
• Four to eight years of administrative experience including executive level support.

Responsibilities

• Assist in developing and monitoring administrative policies and procedures.
• Conduct, research, coordinate and prepare special reports.
• Coordinate activities with Mayor and Council as directed.
• Prepare Administrator’s correspondence, reports, and contracts.
• Assemble data and maintain records and files.
• Prepare ordinances and resolutions for Council meetings.
• Maintain official records of Elected Officials and Commission Members.
• Assist HR with onboarding and personnel files.

Skills

Knowledge of city structure

Policy and procedures

Data compilation and reporting

Verbal and written communication

Independent work ability

Microsoft Office proficiency

Education

Associate degree

Tools

Microsoft Office

Job description

• Base Pay $28.54 - $38.47 / Hour
• Job Category Administration
• Employee Type Full Time Non-Exempt

Contact information

• Phone [phone]

Description

Purpose

Performs administrative and clerical work with primary responsibility for supporting the City Administrator. Also contacts or is contacted by individuals of all levels, regularly representing and acting on behalf of the City Administration.

Organizational Relationships

Reports to: City Administrator

Communicates with: Internally - All department directors, City Attorney, other City employees, and Municipal Utilities personnel; Externally - Various state agencies and state legislators, many county departments, local business and community organizations, local schools and college, League of Minnesota Cities and Coalition of Greater MN Cities, contracted consultants, and local media.

Essential Functions

• Assist in developing and monitoring administrative policies and procedures of City; assist with development of operational plans.
• Conduct, research, coordinate and prepare special reports.
• Perform liaison activities between various departments within the City, the Municipal Utility, Human Rights Commission, and assist City departments with program planning.
• Coordinate activities with the Mayor and Council as directed by the City Administrator.
• Prepare Administrator’s correspondence, reports, agreements, etc.
• Compose/design, edit, type and distribute reports, letters/memoranda and other documents; draft agreements, contracts and leases.
• Assemble data, prepare accurate records/reports, and maintain physical and computer files.
• Prepare ordinances and resolutions for Council meetings;
• Compile and arrange items for Council and Committee meetings; prepare meeting agenda and/or minutes for City Council, Human Rights and various other committees.
• Keep records/minutes of all Committee/Board/Commission proceedings.
• Provide routine information and assistance, and respond to inquiries from employees and residents.
• Receive and personally handle residents’ complaints or refer to appropriate person.
• Coordinate meetings, retreats and appointment schedules.
• Requisition and purchase equipment, services and supplies.
• Compile data for annual budget including and monitoring billings for supplies,equipment, meetings and retreats and authorizing expenditures.
• Review and monitor proposals, agreements, and contracts.
• Keep official records of the Elected Officials including terms: Board Members andCommission Members.
• Assist HR Director with gathering new hire paperwork, onboarding new employees, and maintaining personnel files.

Other Duties and Responsibilities

In City Clerk’s absence: prepare and deposit checks/cash receipts. Prepare Council minutes when necessary.

Performs other related duties as assigned or apparent.

Required Knowledge, Skills, and Abilities

• Knowledge of overall City structure and operations, policies and procedures, and ability to understand/use the municipal code and ordinances, the city charter, and applicable federal/state laws/rules/regulations.
• Knowledge of City Council procedures, practices, and responsibilities.
• Knowledge of business English, spelling, punctuation, and office practices/procedures.
• Ability to compile/assemble data and prepare accurate records/reports.
• Ability to understand and follow orders and written instructions.
• Knowledge of city and state programs, mandates, and routines.
• Skill in communicating verbally and in writing.
• Skill in operating computer programs and office equipment.
• Ability to plan and organize projects, schedules, and work activities.
• Ability to work independently and with other departments.

Machines, tools and equipment used: Computer and printer, telephone, calculator, fax and copiers.

Minimum Qualifications

Associate’s degree from a technical or business college and/or four to eight years of previous administrative experience, including executive level support, with Microsoft Office experience.

Working Conditions

Works in typical office setting, sitting/standing for extended periods of time. Works at computer and desk. Use fines motor skills and performs repetitive movements and some lifting of objects such as office supplies and files. Uses near vision, hearing, and sense of touch.

Open until filled. Initial applications will be reviewed on November 16.