Administrative Assistant

Washington County (MN); Woodbury (MN); Hybrid; USD 77,451,000 - 105,476,000; Full time

Job summary

Washington County Library is seeking an Administrative Assistant to directly support the Library Leadership Team. The role includes administrative support, coordinating hiring and onboarding for the department, managing board tasks, and overseeing office supply orders.

The position offers a 40-hour work week with a hybrid setup (onsite in Woodbury with option to work from home up to three days weekly). Strong communication and organizational skills are essential.

Qualifications

• Requires post-high-school training in office skills or related area.
• Four years of experience in specialized administrative work.
• Ability to work independently and manage multiple deadlines.

Responsibilities

• Provide administrative support.
• Independently compose correspondence and prepare agendas/minutes.
• Assist in development and production of various reports.
• Develop procedures, forms, methods or processes.
• Organize office operations and file documents.
• Coordinate staff training and department activities.
• Assist with payroll operations and budget monitoring.
• Coordinate purchasing and inventory for department supplies.
• Serve as lead worker to other technical staff.
• May act for supervisor in absence.

Skills

Upper level support

Correspondence drafting

Hiring onboarding coordination

Project management support

MS Office proficiency

Education

Post-high-school office skills training

Tools

Word

Excel

Outlook

Calendar

PowerPoint

Job description

Washington County Library is seeking an experienced professional to serve as Administrative Assistant, directly supporting the Library Leadership Team. The individual who fills this position will be responsible for providing administrative support, coordinating hiring and onboarding processes for the department, managing administrative tasks for the Library Board , ordering and oversight of office and program supply requests, managing logistics for staff trainings, serving as the department’s representative on several countywide teams, and coordinating special projects. The ideal candidate will have strong written and verbal communication skills, superior organizational skills and a demonstrated ability to proactively identify and address needs, be able to manage their time effectively and work independently, and prioritize competing tasks with an attention to detail and the ability to problem-solve with others.

DESIRABLE EXPERIENCE:

• Experience supporting upper level management positions
• Experience composing correspondence, agendas and minutes
• Experience coordinating hiring and onboarding processes
• Experience assisting in project management by tracking deadlines, managing staff trainings and/or events, and communicating reminders
• Proficient experience in WORD, Excel, Outlook, Calendar, and PowerPoint

SELECTION TECHNIQUE:

Your training and experience will be rated based on the required application material submitted and the top-scoring candidates will be forwarded to the hiring department for further consideration.

HOURS / DAYS:

The typical work schedule is 40 hours/week, 8 hours per day, between 7:30 a.m. and 5:00 p.m. The primary work location is in Library Administration, currently located in Central Park in Woodbury, with an option to work from home up to three days per week. Work schedules (hours and days) and location are subject to change based on department needs.

ANTICIPATED HIRING RATE:

$27.03 - $36.81 Hourly

E-Verify Participation:

Washington County participates in the federal E-Verify program. This means that Washington 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, Washington 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.

E- Verify Participation Poster

Right to work Poster

The Administrative Assistant develops processes, serves as the department's technical advisor, tracks the budget, responds to customer inquiries, provides administrative support, and coordinates special projects.

This job classification can be found in several departments and/or divisions throughout the County. Because the position varies slightly from department to department, essential functions will be provided for specific positions when vacancies are being filled.

MINIMUM QUALIFICATIONS: This position requires specialized classroom training in office skills, business, accounting, office technology or a related area beyond high school and four (4) years of experience in responsible, specialized and varied administrative and technical work related to the area of assignment, or equivalent.

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE

Core Competencies outline essential business and professional traits necessary to perform this job.

• Support and prioritize a welcoming and respectful workplace that fosters diversity and encourages contributions from all individuals.
• Provide inclusive and equitable service to all members of the community with dignity and respect.
• Promotes a culture of continuous quality improvement in the workplace.
• Demonstrates knowledge of, or ability to learn, quality/continuous improvement.
• Demonstrate support for the County’s diversity, equity and inclusion program.
• Demonstrates knowledge of accounting policies and procedures and the conventions used to display financial information.
• Demonstrates skills in Microsoft Office and other applications used in the office and with using financial and accounting computer systems.
• Demonstrates skills in assigned research tasks.
• Demonstrates ability to maintain and revise records and to control their use and presentation.
• Demonstrates ability to develop systems to organize detailed work with multiple deadlines.
• Demonstrates ability to prepare reports from financial or other data and to prepare clear concise written reports and correspondence.

1. 1. Provide administrative support.
2. 2. Independently compose correspondence and prepare and distribute agendas and minutes.
3. 3. Assist in development and production of various reports.
4. 4. Develop procedures, forms, methods or processes.
5. 5. Organize office operations.
6. 6. File documents as needed.
7. 7. Develop personal computer applications and database functions.
8. 8. Explain and interpret office procedures, policies or rules to employees, public or others
9. 9. Perform independent technical, paraprofessional or specialized duties.
10. 10. Perform record maintenance.
11. 11. Manage department receipts and disbursements.
12. 12. Assess department technology needs.
13. 13. Coordinate staff training.
14. 14. Perform departmental payroll operations.
15. 15. Assist with departmental budget preparation and monitoring.
16. 16. Coordinate departmental activities across functions or countywide operations.
17. 17. Coordinate purchasing and inventory control for department supplies.
18. 18. Provide assistance and serve as lead worker to other technical employees.
19. 19. Assist or fill in for other support staff.
20. 20. May act on behalf of Office Supervisor in their absence.
21. Performs other duties as assigned.
22. Essential Functions: 1, 2, 3, 4, 5, 6, 8, 9, 10, 12, 13, 16, 17, 18, 19, and 20.

WORK ENVIRONMENT

Work performed is sedentary in nature, and typically performed within the Government Center or a satellite office. Lifting requirement of up to 25 pounds on an occasional basis. Equipment used may include, but is not limited to, computer, calculator, telephone, camera, copier and fax machine.

Work interruptions are frequent. There is some pressure associated with dealing with individuals who may be emotionally charged and with project or activity deadlines and details.

Must have own means of reliable transportation for business purposes. Individuals operating a motor vehicle for County business must possess a valid driver's license.

Additional physical/mental requirements that occur may not be listed above, but are inherent in performing the position's essential functions.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.