Administrative Associate - Streets & Parks

City of Northfield (MN); Northfield (MN); On-site; USD 38,000 - 52,000; Full time

Job summary

The City of Northfield (MN) is seeking an Administrative Support Assistant under the supervision of the Streets & Parks Manager. You will handle customer service, schedule facilities, and prepare a variety of correspondence, documents, and reports.

Responsibilities include greeting visitors, directing inquiries, maintaining time sheets, and coordinating park reservations. Strong communication skills and proficiency in Word and Excel are required, with bilingual abilities preferred.

Qualifications

• High School diploma with vocational training in administrative services and Microsoft Office computer applications with two years prior office experience or any combination of education and/or experience that provides equivalent knowledge, skills and abilities will be considered.
• Proficiency in Word & Excel computer applications experience required.
• Operates standard office software at an intermediate skill level.
• Fluency in Spanish and English including reading, speaking, listening, and writing is preferred.

Responsibilities

• Provides excellent customer service to all members of our community, inclusive of all races, genders, sexual orientations, religions, abilities, ages, national or ethnic origins, languages, citizenship status, socioeconomic status, and political affiliations.
• Greets, screens, and directs visitors to the appropriate department and or employee.
• Receives, screens and directs incoming calls and faxes using various forms of communication equipment. Monitors and updates the voice mail system.
• Reserve/track park shelter, baseball and softball reservations.
• Record time sheets, track leave and overtime.
• Track seasonal employee shifts.
• Compile information and schedule PRAB meetings.
• Answers routine questions regarding City operation and refers non-routine questions to appropriate employee.

Skills

Customer service

Interpersonal skills

Office coordination

Communication

Team interaction

Inquiry response

Policy compliance

Software proficiency

Education

High School diploma with vocational training in administrative services

Tools

Word

Excel

Job description

Under the supervision and direction of the Streets & Parks Manager. This position is responsible for administrative support including the preparation of a wide variety of customer service functions, scheduling of facilities, and preparation of correspondence, documents and reports.

• Provides excellent customer service to all members of our community, inclusive of all races, genders, sexual orientations, religions, abilities, ages, national or ethnic origins, languages, citizenship status, socioeconomic status, and political affiliations.
• Greets, screens, and directs visitors to the appropriate department and or employee.
• Receives, screens and directs incoming calls and faxes using various forms of communication equipment. Monitors and updates the voice mail system.
• Reserve/track park shelter, baseball and softball reservations.
• Record time sheets, track leave and overtime.
• Track seasonal employee shifts.
• Compile information and schedule Park and Recreation Advisory Board (PRAB).
• Answers routine questions regarding City operation and refers non-routine questions to appropriate employee.
• Records complaints from the public and notifies the appropriate department of the complaint for follow up.
• Prepares a wide variety of correspondence and reports as directed.
• Prepares and maintains spreadsheets, databases, and other tracking documents as directed.
• Prepares public notices and advertisements as directed.
• Records and transcribes meeting minutes as assigned.
• Routes documents and correspondence to proper department for response.
• Orders office supplies, calls for routine maintenance of office equipment.
• Schedules appointments, travel, and meeting rooms as necessary.
• Prepares billings, purchase orders, requisitions, invoices, expense vouchers and related documents as assigned.
• Updates, maintains and monitors departmental files as necessary.
• Delivers documents and runs routine errands as assigned.
• Keeps the Streets & Parks Manager informed of issues affecting departmental operations. effectively interacts, participates and contributes to a high performing Public Works Department.
• Performs other duties of a similar nature or level.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to establish and maintain courteous and effective working relationships with city personnel and the general public; maintains professional demeanor, tone, and conversations in all public areas of the city.
• Ensures compliance with pertinent federal, state and local codes, laws and regulations, including the Minnesota Data Practices Act and OSHA.
• Attends all training to ensure a legal, safe, and compliant work environment.

• Complies with all city and departmental policies and procedures.
• Operates standard office software at an intermediate skill level.
• Effectively coordinates activities with other city staff. Actively participates and promotes all city activities, duties, meetings, training sessions, etc. as a team member.
• Assists city departments, divisions, and outside agencies as directed. Functions as a team member with all city employees, and effectively interacts with all levels of City personnel.
• Represents the department to other organizations, including a positive promotion of department.

• Ability to utilize standard office software as well as specialized software at an intermediate skill level.

• Responds to inquiries from staff, department managers, and the general public.
• Follows and disseminates all orders and instructions of the Streets & Parks Manager.

• Proper, safe use, and maintenance of any assigned City or department vehicle, equipment, property, etc.

Observes and practices safe work habits.

High School diploma with vocational training in administrative services and Microsoft office computer applications with two years prior office experience or any combination of education and/or experience that provides equivalent knowledge, skills and abilities will be considered. Proficiency in Word & Excel computer applications experience required.

PREFERRED:

Experience with reservations software and fleet maintenance software. Fluency in Spanish and English including reading, speaking, listening, and writing.

Normal business/office hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday. Morning and/or evening meetings as assigned. Ineligible for hybrid telecommuting work.