Administrative Assistant 2 - Physical Development

Olmsted County; Minnesota; On-site; USD 34,000 - 56,000; Full time

Job summary

Olmsted County in Minnesota seeks an administrative support professional to provide frontline customer service for multiple departments within Physical Development. You will handle data entry, publishing notices, and assist staff with meeting logistics and travel arrangements.

The role requires an Associate’s degree or equivalent combination of education and experience; strong MS Office skills and the ability to train others are essential.

Qualifications

• Associate’s degree in business/administrative field or related.
• Or combination of education and two years experience in a customer-focused position.
• Regular attendance is required; county vehicles may require valid driver's license with clean record.
• Provides frontline customer service and handles multi-line phone system; data compilation and reporting.
• Strong knowledge of office procedures and Microsoft Office; ability to train others.
• Ability to compose meeting minutes; prioritize and organize tasks.

Responsibilities

• Answer inquiries about departmental functions from internal/external customers.
• Assist with processing applications for staff review.
• Perform reception and cashier duties including money handling and balancing.
• Maintain office records; coordinate notices and meeting packets.
• Prepare and type various reports; attend meetings and take minutes.
• Provide administrative support and assist with travel arrangements and compliance data entry.

Skills

Office procedures

Multi-tasking

Microsoft Office

Written minutes

Customer service

Data entry

Education

Associate’s degree in business/administrative field

Job description

Expected starting salary is $24.40 to $32.59. Full salary range is $24.40 - $40.77.

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) year 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 for the Public Works, Environmental Resources, Parks and Trails, Soil and Water Conservation District, and Planning departments within the Physical Development division. Provides frontline customer service to internal and external customers, answers questions, answers multi-line phone system, 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. This position may require occasional administrative work at our Parks. Supports a diverse, respectful, and inclusive workplace.

• Answers inquiries about departmental functions and operating procedures from internal/external customers or refers them to appropriate agency.
• Assists with processing various applications for review by staff.
• Performs reception and cashier duties including money handling and transaction balancing.
• Maintains office records.
• Assists with meal orders and travel arrangements for all departments within Physical Development.
• Performs accurate data entry for compliance purposes.
• Provides skilled administrative support to staff.
• Evaluates and offers suggestions/solutions for creating efficiency and process improvement within the work unit.
• Partners with internal departments and staff to accomplish work objectives.
• Performs general support services related to office of assignment.
• Assists other staff with day-to-day support functions.
• Attends meetings, composes written minutes, documents and correspondence and is responsible for errors and omissions.
• Coordinates notices and assembles meeting packets.
• Composes, prepares, and types various reports.
• Performs other projects/duties as assigned, including assisting with overflow work and/or helping provide temporary coverage for other positions within the department.
• Performs other related work as required.

• Considerable knowledge of office procedures and practices.
• Skill in multi-tasking.
• Skill in the use of computers and technology including Microsoft Office Products.
• Skill in the use of office equipment.
• Ability to perform complex administrative tasks and handle routine decisions in accordance with policies.
• Ability to compose written meeting minutes.
• Ability to establish and maintain effective working relationships with other employees.
• Ability to follow policies, regulations, statutes, procedures, and practices pertaining to the area of specialization.
• Ability to make work decisions in accordance with laws and policies.
• Ability to maintain and revise records and to control their use and presentation.
• Ability to prioritize and organize assigned tasks.
• Ability to accept responsibility.
• Ability to provide good customer service.
• Ability to exercise some independent judgment and meet deadlines.

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:

• 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