Executive Administrative Assistant - Physical Development

Olmsted-County,-Mn; Minnesota; On-site; USD 44,000 - 74,000; Full time

Job summary

Olmsted County is seeking an Administrative Assistant to provide general administrative support to division directors and department supervisors within Physical Development. The role focuses on coordinating meetings, maintaining records, and preparing communications and reports for internal use.

The position requires an Associate's degree in business/admin or related field and two years of customer-focused experience, or an equivalent combination. A valid driver's license is required.

Qualifications

• Associate's degree in business/admin or related field and two (2) years in a customer-focused position.
• Combination of education and experience equivalent to four (4) years in a customer-focused position.
• Valid driver's license and clean driving record for last three years.

Responsibilities

• Provide general administrative assistance to division directors and department supervisors.
• Schedule, coordinate and facilitate meetings; prepare agendas and materials; take minutes.
• Develop and maintain records, files, policies and manuals; handle correspondence and reports.
• Coordinate purchasing of supplies and equipment; assist with purchase orders and tech set-up.
• Provide basic computer and office equipment support to department users.

Skills

Office administration

Calendar management

Meeting coordination

Record keeping

Verbal & written communication

Education

Associate's degree in business/admin

Tools

Microsoft Office

Computers

Job description

Expected starting salary is $32.07 to $42.83. Full salary range is $32.07 to 53.58.

Associate's degree from and accredited college in business, administrative assistant or related field and two (2) years of experience in a customer focused position.

OR

Combination of education and experience equivalent to four (4) years 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 general supervision, provides general administrative assistance to the division directors and department supervisors of Physical Development with specialized focus for Public Works, Parks and Trails, Soil and Water Conservation District, Environmental Resources, and Planning, carries out special projects, assists in handling internal communications and serves as a liaison to other divisions/departments. Provides input into department plans, policies and strategies; assists in the development of internal procedures and systems to increase the overall efficiency of the administration of service delivery.

• Researches, analyzes and provides relevant information and materials required to facilitate administrative management decisions and may make recommendations
• Acts as liaison and department representative for other agencies and County departments
• Schedules, coordinates and facilitates meetings, conferences, and events. Creates/coordinates agendas and materials for the division directors and department supervisors. Attends meetings with the directors/supervisors and keeps detailed records of meetings including minutes. Maintains calendars for senior management and makes travel arrangements as necessary
• Develops, recommends changes and implements efficiencies to internal policies and procedures to facilitate the functions of the departments
• Develops and maintains records, files, policies and manuals for the departments. Applies records retention and destruction procedures
• Creates correspondence, presentations, compiles reports and other communications on behalf of the directors and/or departments
• Participates on the department management team by providing input into department plans, policies and strategies
• Serves as the initial point of contact for non-routine inquiries from agencies, other departments, and members of the public requiring information or assistance from the departments
• Coordinates the purchasing of supplies and equipment, assists with purchase orders and organization of technology equipment for assigned departments.
• Provides basic computer and office equipment technical support to department users
• Serves on various committees and represents the departments as assigned
• Preforms all other duties as assigned by Supervisor

• Thorough knowledge of department programs, policies, procedures and nature of business
• Thorough knowledge of office practices, procedures and equipment
• Skill in the use of basic business math
• Skill in the preparation of correspondence and reports
• Skill in the use of computers and technology
• Skill in verbal and written communication
• Ability to understand and follow complex oral and written instructions
• Ability to perform moderately complex administrative tasks and to plan and organize work efficiently
• Ability to effectively relate to and communicate with a wide range of individuals
• Ability to effectively gather, analyze and explain information clearly, correctly and accurately
• Ability to make decisions in accordance with precedents and regulations and to apply these to work situations
• Ability to maintain complex records and to prepare detailed reports
• Ability to research and assess technological advances in office systems and record keeping
• Ability to maintain confidentiality
• Ability to work on multiple projects concurrently
• Ability to adapt to changing circumstances

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:

Function 24% or Less 25% - 49% 50%-74% 75% or more
Office environment X
Sitting, standing X
Walking, reaching, handling X
Pushing up to 20 pounds X
Lifting up to 10 pounds X
Repetitive hand movements, typing/data entry X
Talking, hearing X
Operate vehicle X
Close vision, accommodation X
Distance and color vision, depth perception, field of vision X
Sedentary (exert up to 10 pounds of force) X
Light effort (exert up to 20 pounds of force) X

An Equal Opportunity Employer