Administrative Assistant II

Administrative Assistant II Print (https://www.governmentjobs.com/careers/rochester/jobs/newprint/4705341) Apply  Administrative Assistant II Salary$28.27 - $35.51 HourlyLocation Rochester MN 55904, MNJob TypeRegular FTJob Number2024139DepartmentAdministrationOpening Date11/25/2024

Description

Benefits

Questions

POSITION DESCRIPTIONThe City of Rochester invites applications for the position of: Administrative Assistant IICity AdministrationThe City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.It takes us all working together.Nature of WorkThe Administrative Assistant II performs moderately complex clerical support work within their assigned department that may require knowledge of laws and regulations affecting departmental operations. Typical duties may include, but are not limited to completing routine accounting or payroll tasks; composing office correspondence; entering and manipulating data in computerized systems; maintaining a records retention system; and handling challenging customer interactions. The Administrative Assistant II also performs receptionist duties and is an important first point of contact for the department for in person, electronic, and via phone customers on a regular basis. The person is responsible for promoting an overall positive customer service experience.Schedule: Monday - Friday, 8:00 AM - 5:00 PM. This role will also be 100% onsite.Starting salary is $28.27 per hour with advancement to $35.51 per hour. To have your application considered in the first round of reviews, please apply before December 10, 2024 Applications will be accepted until the position is filled.DUTIES AND RESPONSIBILITIESThe work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.Customer Service and Administrative Support

Greet and direct internal and external customers in a welcoming, respectful, and professional manner.

Answer incoming telephone calls and electronic communications to resolve customer needs and/or direct customers to appropriate teammates as necessary.

Provide support to agency leadership for written and verbal correspondence and/or communication. Take, transcribe, and/or distribute meeting meetings as needed.

Assist with drafting, preparing, and proofing Request for Council Action (RCA) forms as requested in the Peak Agenda Management System.

Schedule a wide variety of meetings, seminars, training sessions, and other agency events; maintain calendar activities.

Provide support for open houses, public presentations, department events or initiatives as necessary.

Prepare materials, meeting agendas, legal notices, and minutes for Board and Commissions.

Assist in the development of notices, flyers, brochures, and other information materials about planning and zoning.

Maintain inventory of office supplies and forms; order supplies and forms as authorized.

Process, sort, and file correspondence, documents, or other materials in accordance with established procedures.

Maintain and update department files in a timely manner including indexing and archiving of plans, project files and folders.

Compile information and prepare special reports as requested.

Create projects and/or assist in maintaining specialized computer programs/systems unique to the department of assignment.

Process incoming and outgoing departmental mail and outgoing and internal mail delivery to City Hall when required or requested.

Perform cost recovery and accounting functions

Serve as Payroll Liaison; assist teammates with timecard preparations in the Kronos timekeeping system, respond to teammate questions, and work with Finance and Human Resources teammates on system requirements.

Receive and code invoices; enter payment vouchers into City's automated accounting system, obtain authorization and submit to the Finance Department for payment processing.

Manage agency cash receipts, input balances into accounting system, prepare bank deposit forms, and track funding to proper accounts.

Receipt accounts receivable payments.

Prepare invoices for accounts payable.

Track invoices for City projects and development-related charges due to the City from developers, contractors, and individual property owners.

Prepare Purchase Orders as necessary and verify account codes and processes.

Assist in preparing various reports (financial, statistical, or operational) on a monthly, quarterly, and yearly bases or as requested.

Provide support to Administration

Maintain equipment asset inventory and preventative maintenance schedule.

Enter and update work orders in data management system.

Process complaints/concerns from the public for City Administration.

Perform other duties as assigned or necessary.Essential Functions MINIMUM QUALIFICATIONSEducation and ExperienceAn Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two (2) years of full-time employment experience performing administrative office and accounting duties. OR A high school diploma AND five (5) years of full-time employment experience ORAn equivalent combination of education to successfully perform the essential duties of the job may be substituted for the required amount of experience.If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team. POSITION COMPETENCIES Customer Focus: Building strong customer relationships and delivering customer-centric solutions. Interpersonal Savvy: Relating openly and comfortably with diverse groups of people. Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement. ADDITIONAL INFORMATIONPHYSICAL AND ENVIRONMENTAL CRITERIAIn compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:Continuous demands: Sitting, Fine dexterityFrequent demands: Walking, Standing, Lifting, Handling, Reaching, CarryingOccasional demands: Pushing/Pulling, Kneeling, Crouching, BendingSensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=638457704249492057) 01 The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

Yes

No

02

What is your preferred name?

03

Which of the following best describes your level of education?

High School diploma or equivalent G.E.D

Less than 2 years of a post-secondary program or training

Completion of a 2 year program or degree

Completion of a 4 year program or degree

Completion of a Master's degree or higher

None of the above

04

Other than your High School diploma/GED, which of the following best describes the field of study for your degree?

Business

Accounting

Administrative Support

A field of study closely related to the above

My degree is in an area NOT RELATED to any of the above

N/A - I do not have a degree

05

Which of the following best describes your years of full-time employment experience performing administrative office duties?

No Experience

Less than 1 year

More than 1 year, but less than 2 years

More than 2 years, but less than 3 years

More than 3 years, but less than 4 years

More than 4 years, but less than 5 years

More than 5 years, but less than 7 years

More than 7 years, but less than 10 years

More than 10 years

06

Which of the following best describes your years of full-time employment experience performing accounting-related duties?

No experience

Less than 1 year

More than 1 year, but less than 2 years

More than 2 years, but less than 3 years

More than 3 years, but less than 4 years

More than 4 years, but less than 5 years

More than 5 years, but less than 7 years

10 or more years

07

Tell us how your professional, educational and lived experiences would help you be successful in this role.

08

Does your employment experience performing administrative office duties include any of the following? (Select all that apply)

Greeting the public

Answering phone calls, directing calls appropriately, and taking messages

Assisting customers with forms, processes, and online submittals

Answering basic questions on behalf of the employer regarding services and procedures

Inputting information into a computer database on a timely and accurate basis

Scheduling appointments, meetings, trainings, events, etc.

Preparing letters, memorandums, forms, notices, reports and other related documents

Compiling information and preparing special reports as requested

Maintaining department files including indexing and archiving

Attending meetings and taking notes

Coordinating the purchasing office supplies

Processing incoming and outgoing mail

Prooing written materials

Updating a department/organizational website

Work with multiple high priority items with non-negotiable deadlines

N/A - I have not performed any of these duties

09

Which statement best describes your full-time employment experience working directly with the public

No experience

Less than 1 year

More than 1 year, but less than 2 years

More than 2 years, but less than 3 years

More than 3 years, but less than 4 years

More than 4 years, but less than 5 years

More than 5 years

10

Describe your experience working directly with the public.

11

Please indicate the current versions of software in which you are PROFICIENT. (Select all that apply)

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Forms

Microsoft Outlook

Microsoft OneDrive

Microsoft Access or other similar database software

Microsoft Publisher, Canva, or similar software

Microsoft Teams or similar virtual meeting software

JD Edwards or similar budgeting software

Website Management Software

None of the above

12

Describe your employment experience working with any of the software listed in the previous question. Include the specific software program and examples of the tasks performed. If no experience, type "N/A".

13

Do you have experience working with diverse populations and/or individuals with backgrounds different than your own?

Yes, I have extensive experience in this area.

Yes, I have limited experience in this area.

No, I do not have experience in this area.

14

Are you able to understand and speak any languages other than English?

Yes

No

15

If you answered yes to question 18, please list the languages you are able to understand and speak below.

16

Do you have a valid driver's license?

Yes

No

17

CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

Yes

No

Required Question

AgencyCity of RochesterAddress201 4th Street SE Rochester, Minnesota, 55904 Phone(507) 328-2555 Websitehttps://www.rochestermn.gov/employment Apply Please verify your email address Verify Email