Administrative Assistant, Senior | Fiscal Team

Ramsey County; Fort Snelling Unorganized Territory (MN); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Ramsey County seeks an experienced Administrative Assistant, Senior to provide comprehensive administrative support within the Fiscal Team and Social Services. The ideal candidate will oversee clerical operations, manage financial data, and assist with departmental policies. This role offers flexibility in working arrangements within a collaborative environment focused on community engagement.

Benefits

Medical, dental and vision insurance

Paid time off including parental leave

Tuition reimbursement

Employee assistance program

Qualifications

• Seven years of clerical/administrative experience, including three years as a Clerk 3 or equivalent.
• Four years of post-secondary education can substitute for required experience.

Responsibilities

• Provide oversight and work direction for daily operations of clerical groups.
• Manage financial data and ensure accuracy of transactions.

Education

High school graduation or equivalent

Job description

Administrative Assistant, Senior | Fiscal Team and Social Services (Amended)

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Administrative Assistant, Senior | Fiscal Team and Social Services (Amended)

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Join to apply for the Administrative Assistant, Senior | Fiscal Team and Social Services (Amended) role at Ramsey County

Basic Function

To provide a comprehensive range of office and administrative support; perform assignments that require specialized technical skills; duties that require independent judgment and decision-making; tasks include a broad range of complex clerical and administrative duties and projects; and to perform related duties as assigned.

The current vacancy is in the Client Support/Community Engagement Unit in the department of Fiscal Services. The eligibility list created by this vacancy may be used to hire other vacancies in the department or County.

This position supports the Health and Wellness Service Team by distributing benefits like cash, gift cards, and transportation cards to residents and maintaining accurate records of these transactions. It involves managing daily reports, reconciling inventories, balancing petty cash, and ensuring timely receipt returns from workers. The role requires regular use of MS Office, County and State software systems, and SharePoint to track benefits and support departmental processes. Additional duties include assisting with mail, accounts payable requests, and special projects for other units.

We are currently hiring for a position within Children and Family Services in the Department of Social Services. This role plays a vital part in supporting the Deputy Director, contributing to the department’s mission to serve and strengthen families in our community. (Amended 6/11)

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.

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.

Examples of Work Performed

• Provide oversight and work direction for daily operations of a clerical or technical group.
• Develop written operating procedures, identify and resolve work flow issues.
• Conduct research, review and analyze records, and determine proper course of action.
• Create reports and recommendations regarding new or modified procedures or policies for defined work groups.
• Organize activities to document and implement policy and procedural changes within the area of specialization.
• Receive and process data or documents specific to the work area to which assigned, with independent authority to accept, modify or reject data or documents in accordance with established policies and procedures.
• Maintain financial data specific to the work unit to which assigned, to include responsibility for performing all necessary computations, data analysis and preparation of reports as required.
• Perform public contact duties such as receiving and routing telephone calls, responding to complaints and inquiries by telephone and in person, directing clients or visitors to proper locations, scheduling appointments for clients or staff and assigning service requests to program units or staff in accordance with established guidelines.
• Provide training on specific job functions within a work group and/or office wide if applicable.
  
  

(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.

Minimum Qualifications

Education: High school graduation or equivalent.

Experience: Seven years of clerical or administrative experience, including three years as a Clerk 3 or equivalent.

Substitution: Four years of post-secondary education can be substituted for the clerical or administrative experience on a year for year basic for up to four years of experience required.

Certifications/Licensure: None.

Exam/Screening Process Information

The examination process will consist of the following section with each section weighted as indicated:

• Training and Experience Rating = 100%
  
  

The examination for Administrative Assistant, Senior 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” Do not cut and paste resume as a response. Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination.

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 a Administrative Assistant, Principal 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 posted and their rank on the list.

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, marital status, sexual orientation or gender identity, public assistance 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 [e-mail]

Ramsey County provides a wide range of employee benefits to support health, well-being, and work/life balance. Benefits eligibility can vary depending on union status/contract language. A summary of benefits is provided below. Detailed information is available for review at https://www.ramseycounty.us/employees/employee-open-enrollment-2025-benefits

• Medical, dental and vision insurance
• The County contributes a bargained percentage to the medical and dental monthly premium
• Employees choose from four enrollment tiers: Single, Employee + legally married spouse, Employee + Child(ren), Family
• Blue Cross Blue Shield Medical insurance – three plan options including a High Deductible Plan with a Health Saving Account offered. Earn up to $20/month in electronic gift cards for each enrolled employee or spouse for wellness activity
• MetLife Dental Insurance – two plan options offered
• VSP Vision Insurance – Advantage Plan offered
  
  

• Pre-tax Benefit Program
• Pre-tax medical, dental, vision monthly premium deduction option
• Dependent and Health Care Flexible Spending Accounts
• County monthly contribution to a Health Savings Account for employees who elect the High Deductible medical plan
  
  

• Paid time off
• Vacation hours, accrued based on years of service, ranging from 12 to 25 days per year (pro-rated for part-time employees)
• 11 scheduled holidays and two floating holidays
• Up to eight weeks of 100% paid parental leave, plus additional use of sick time as noted below
• Sick hours accrued at a rate of three weeks per year, which can be used for medical and dental care; injury or illness for you, your spouse or children; the birth or adoption of a child (up to 80 hours) or the death of a family member (up to 40 hours)
• Wellness incentive allows conversion of unused sick time to vacation or pay
  
  

• Retirement benefits
• Pension - The county contributes at least 7.5% of your salary to your pension, depending on bargaining unit. Unlike other retirement investments, pension payments are a lifetime benefit once you start collecting payments
• New employees become vested after three years. For the Police and Fire union, employees are vested after 10 years
• Deferred compensation - 457(b) account with employer match
• Health Care Savings Plan - all benefits-eligible employees contribute 1% of gross regular salary to a Health Care Savings Plan account for eligible health care expenses after retirement. Interest accrues tax free. County provides a scheduled contribution after five years of participation
  
  

• Transit and parking
• Fully funded Metropass.
• Transportation/parking expenses reimbursement account
  
  

• Employee well-being
• Employee assistance program, including telephone counseling, financial counseling, rideshare benefits, etc.
• Wellness programming
• Flexible work policy with hybrid work options for eligible positions
  
  

• Life Insurance and Disability leave
• County provided Basic Life coverage - 1x annual salary, minimum $10,000 up to a maximum of $50,000. Optional supplemental coverage available
• Long-term Disability – County provided coverage replaces 40% of the employee’s lost income after six months of disability, subject to a $5,000 monthly maximum. Option to purchase an additional 20% income replacement up to $7,500 monthly maximum
• Short-term Disability – option to purchase 60% income replacement coverage with 30, 60 or 90-day waiting period
  
  

• Career development
• Tuition reimbursement, up to $4,000 per year
• Online professional development opportunities through the Learning & Development Center
• County employment qualifies as a public service organization for the Public Service Loan Forgiveness Program
• Employee resource groups – help employees build connections through common bonds with colleagues
  

For information about Ramsey County's 2025 benefits, visit: https://www.ramseycounty.us/employees/employee-open-enrollment-2025-benefits

01

Each applicant must complete this supplemental questionnaire as a part of the application screening process. The supplemental questionnaire will be used as a scored evaluation of your knowledge, skills, and experience. Provide complete information for each question. Do not write "see resume" as it is not an acceptable answer. The experiences you indicate in your responses will be reviewed and used to determine your eligibility to move forward in the selection process.

• Yes
• No
  
  

02

Have you completed or currently participating in any of the following Public Sector Partnership Programs at Ramsey County? Examples may include a program in partnership with HIRED, Project for Pride in Living (PPL), Ramsey County Workforce Solutions, or an internship (including Right Track Plus), fellowship, limited duration assignment, provisional assignment, temporary opportunity or participating in a work experience like the Young Adult Career Academy, or job shadow experience. Answer No if none of the above.

• Yes
• No
  
  

03

Do you have a High School diploma or GED?

• Yes
• No
  
  

04

How many years of experience do you have working as an Accounts Receivable specialist or with Accounts Receivable functions?

• No experience.
• Less than 3 years.
• 3-6 years.
• 7 years or more.
  
  

05

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

06

How many years of experience do you have handling financial and accounting tasks, such as preparing reports, reconciling balances and processing payments?

• No experience.
• Less than 3 years.
• 3-6 years.
• 7 years or more.
  
  

07

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

08

How would you describe your experience with handling cash, gift cards, or similar and reconciling related financial transactions?

• No experience – I have not handled these types of financial transactions.
• Basic experience – I have handled small transactions, occasionally managed cash or gift cards, or operated a cash register with limited reconciliation duties.
• Moderate experience – I have regularly handled petty cash, processed gift card transactions, operated a cash register with end-of-shift balancing, or assisted with financial reconciliation.
• Extensive experience – I have managed cash flow, performed full reconciliation of accounts, processed financial reports, and overseen cash-handling procedures.
  
  

09

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

10

This position requires daily use of Microsoft Excel. What bests describe your functional capabilities?

• I can perform data entry and apply simple formatting.
• I can use basic formulas (SUM, AVERAGE) and sort and filter data.
• I can create simple charts, use functions like VLOOKUP and IF, and apply conditional formatting.
• I can build PivotTables, create complex formulas, automate tasks with macros, and analyze data using Power Query.
  
  

11

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

12

How would you describe your experience using SharePoint for record management and documentation?

• No experience – I have not used SharePoint.
• Basic experience – I have viewed and accessed files but have not managed content.
• Intermediate experience – I have uploaded, organized, and maintained records.
• Advanced experience – I have created and managed SharePoint sites for teams or departments.
  
  

13

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

14

Do you have experience analyzing and distributing financial reports to management and other key stakeholders?

• I have little to no experience.
• I have some experience compiling reports but not analyzing them.
• I have consistent experience in financial reporting and summarizing key findings.
• I have extensive experience generating, analyzing, and presenting financial reports.
  
  

15

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

16

Describe your experience in a role that requires direct interaction with internal staff and external clients?

• No experience interacting with clients or staff in a professional setting.
• Limited experience (occasional interactions, primarily written communication)
• Regular experience communicating with staff and external stakeholders
• Extensive experience managing client interactions and resolving customer service issues
  
  

17

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

18

Have you ever been responsible for training other employees on procedures or software?

• No experience.
• Assisted in training occasionally.
• Regularly trained employees in specific areas.
• Led formal training programs for new hires and ongoing staff development.
  
  

19

If you have indicated having experience in the previous question, provide where you gained your experience. Include the name of the organizations, your title, the length of time in the position, and the duties you performed. If you do not have experience in this area, type “N/A” in the space below.

• Required Question

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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