Administrative Assistant - Public Works

City of Minnetonka, MN; Minnetonka (MN); On-site; USD 25,000 - 34,000; Full time

Job summary

The City of Minnetonka Public Works Department seeks a friendly receptionist to serve as the first point of contact for callers and visitors, providing information and directing inquiries to the appropriate staff. The role also supports timekeeping, accounts payable, and departmental data processing.

Ideal candidates will have at least two years of customer service experience and strong Microsoft Office skills, with the ability to work across Parks, Streets, Facilities, Engineering, Natural

Qualifications

• Two years of customer service experience.
• Two years of experience using Microsoft Office products.
• Ability to work with multiple divisions and maintain confidentiality.

Responsibilities

• Serve as first point of contact for callers and visitors to the Public Works Department.
• Process employee time keeping records.
• Assist with procurement and vendor coordination.
• Maintain training database and generate reports.
• Coordinate weekly uniform delivery and fuel reports.
• Perform record filing and mail distribution.

Skills

Customer service

Microsoft Office

Communication

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Word

Excel

Job description

The Public Works Department reception area serves as the primary point of contact for callers and visitors. This position provides high-quality customer service and comprehensive administrative support to multiple divisions within the Public Works Department.

Essential Duties:

• Serve as the first point of contact for callers and visitors to the Public Works Department.
  • Provide information, answer questions, or direct individuals to the appropriate staff or division.
• Process/enter employee time keeping records.
• Route/process accounts payable documentation.
  • Prepare requests for payment.
  • Process department credit card purchases.
  • Track union allowances for various clothing items.
• Provide administrative support and process data for multiple divisions, including Parks, Streets, Facilities, Engineering, Natural Resources, Utilities and Fleet.
• Assist with procurement of materials and services, including performing price comparisons, reviewing invoices, coordinating with vendors, and ensuring adherence to purchasing policies.
• Assist divisions with residential mailings.
• Maintain the department’s training database, including data entry, training files, record updates, and report generation.
• Coordinate weekly uniform delivery, review/approve charges and track uniform repairs.
• Generate and review monthly fuel reports, reviews and prepares monthly submittals to required regulatory agencies.

Other Job Functions:

• Maintain the Public Works reception area, bulletin boards, break room, office supply area, and administrative office equipment (computers, printers, scanner, copier, fax).
• Sort and distribute incoming and outgoing mail.
• Order, stock, and organize office supplies and coffee station.
• Coordinate weekly communication updates to public works employees.
• Update and maintain Water Fill Station permits and watering permits.
• Assist with grant program documentation, payments and reporting requirements.
• Perform record filing and retention duties following city guidelines.
• Generate Call Back List for weekend on-call shifts.
• Perform other tasks as assigned.

Minimum Qualifications:

• A commitment to and belief in the organizations shared values
• High school diploma or equivalent
• Two years of customer service experience
• Two years of experience using Microsoft Office Products
• Demonstrated maturity, professionalism, confidentiality, initiative and the ability to remain focused on tasks and the ability to meet deadlines

Preferred Qualifications:

• Two-or four-year post-secondary degree
• Experience in a municipal Public Works department
• Three or more years of customer service experience
• Experience in public sector position involving receptionist and telephone support duties

Knowledge, Skills and Abilities:

Knowledge of:

• Best practices in customer service
• Administrative support procedures
• Office equipment and computer systems
• Microsoft Office applications

Skilled in:

• Providing excellent customer service
• Operating office equipment (telephone console, computer, fax, copier, scanner and printers)
• Organization, prioritization, and multi-tasking and ability to effectively manage workload and time commitments/expectations.
• Using Microsoft Outlook, Word, and Excel

Ability to:

• Communicate clearly, efficiently, and professionally with internal and external customers
• Demonstrate diplomacy, empathy and cooperation
• Learn departmental structure, functions and procedures
• Work independently with minimal supervision
• Exercise sound judgment and maintain confidentiality

Tentative Recruitment Timeline:

• Job Posting Opens: 9/18/2026
• Job Posting Closes: 10/1/2026
• Interviews: Oct 8, 9, 12
• Offer/Backgrounds: Week of Oct 21
• Start Date: End of October/Beginning of November