Administrative Assistant to the Director

City Of Minneapolis-Human Resources • Minneapolis, MN • 1h ago

Position Description This position provides comprehensive support that enhances the director's efficiency and effectiveness in their role, which involves ensuring seamless operations within the office, facilitating clear communication, and managing various administrative tasks. By being organized, proactive, and responsive, the assistant helps to create an environment where the director can focus on strategic initiatives and leadership responsibilities Job Duties and Responsibilities Manage the director's calendar, including scheduling meetings, appointments, and travel arrangements. Streamline scheduling, communication, and workflow to maximize the director's time and focus on high-priority tasks. Serve as the primary point of contact between the director and internal/external stakeholders, ensuring clear and timely information exchange. Maintain organized confidential records and files, both physical and digital for department Maintains awareness of records retention guidelines. Oversee day-to-day office operations, ensuring efficiency and professionalism. Handle inquiries, prioritize urgent matters, and assist with various administrative tasks. Provide smooth communication between external and internal contacts. Assist with special projects and initiatives as directed by the Director. Maintain confidentiality of sensitive information and handle matters with discretion. Anticipate the needs of the director and the team, proactively addressing challenges and providing solutions. Assist in tracking departmental budgets, processing invoices, and managing expenses. Coordinate and process financial functions including processing invoices, deposits, payments, contracts, reimbursement, and p-card activities. Assist in data entry and management for databases or project management tools. Provide on-boarding and set up for new department employees as well as handle separation tasks for employees departing from the City. Assist in department HR administrative duties. WORK LOCATION This position may be eligible for flexible work arrangements, including hybrid work with some days working remotely and some days working in the office. WORKING CONDITIONS Normal office environment Required Qualifications MINIMUM EDUCATION Bachelors in Public Administration, Business Administration, or related field. MINIMUM EXPERIENCE Three years of progressive experience which includes the supporting of an executive EQUIVALENCY An equivalent combination of education and highly related experience in a similar environment may be considered. LICENSES/CERTIFICATES None required SELECTION PROCESS: The selection process will consist of one or more of the following steps: a rating of relevant education and experience (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process. BACKGROUND CHECK: The City has determined that a criminal background check and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position. UNION REPRESENTATION: This position is represented by bargaining unit CPE - Professional Employees (MPEA). Review Rules here: https://www.minneapolismn.gov/government/departments/hr/labor-agreements/ ELIGIBLE LIST STATEMENT: The names of applicants who meet minimumqualification and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire 2 months after it has been established. INTERVIEW SELECTION: The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position. Knowledge, Skills and Abilities Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Proficiency in office software (e.g., Microsoft Office Suite). Previous experience in an administrative role, preferably supporting executives. Ability to work independently and as part of a team. Detail-oriented and proactive. Professional demeanor with a strong sense of confidentiality. Adaptable and able to thrive in a fast-paced environment. Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, City Council, community members, etc. Proven ability to handle confidential information with discretion, be adaptable to competing demands, and demonstrate the highest level of customer service and response. Strong written and verbal communication skills. Demonstrated proactive approaches to problem-solving with strong decision-making capability. As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis. The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.

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