Administrative Assistant (Program Technical Specialist)

Metropolitan Council
$61,755.20 - $93,225.60 Annually
medical insurance, dental insurance, life insurance, vision insurance, retirement plan, pension
United States, Minnesota, Saint Paul
390 Robert Street North (Show on map)
June 19, 2024
WHO WE ARE This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin. We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website. We are committed to supporting a diverse workforce that reflects the communities we serve. Information Services is the central IT department supporting all divisions of the Metropolitan Council. Our 140 team members provide technology, practices and innovative solutions that enable the core services of the Council. How your work would contribute to our organization and the Twin Cities region: This position provides the highest level of administrative support by independently completing complex administrative and technical tasks or actions associated with supporting the division, department, and the Chief Information Officer. The person in this position must have a high level of attention to detail, use sound judgment to interpret guidelines, maintain confidentiality and sensitivity, create and edit high-level meeting minutes, adapt procedures, and decide approaches to resolve specific problems. The ability to be flexible, ability to multi-task, and to be professional in stressful or deadline-oriented situations is important. Full Salary Range: $29.69 - $44.82 hourly/$61,755 - $93,226 annually What you would do in this job Draft and edit original department-wide communications. Screen, process, track, and respond to correspondence from IS department members. Manage multiple Outlook calendars. Prepare and update reports and presentations for meetings with senior leadership. Create procedures for complex or specialized functions. Answer non-routine and/or sensitive inquiries. Coordinate large meetings, town halls, and conferences, including room and equipment needs, under minimal supervision. Make travel arrangements. Create meeting agendas and take minutes at meetings, tracking action items and responsibilities, and identifying what information should be disseminated and to whom. Interact with internal employees, council members, and other public officials, exercising appropriate levels of discretion with each according to Council policies and professionalism standards. Use Visio to maintain org charts, and Microsoft products for office work (Teams, Outlook, Word, PowerPoint, etc.). Additional tools including Adobe Publisher, Mural to support reports and presentations. Field queries from IS department members and route for resolution. Event Planning: Coordinate and manage logistics for IS-related events, workshops, and training sessions, including booking venues, arranging catering, and preparing materials. Office Management: Maintain office supplies inventory, order necessary supplies using a P-card, and ensure the IS department is well-organized and efficient. Assist with new employee onboarding by submitting requests for laptop or other needs for new hires. Procurement Assistance: Assist the procurement team with specific steps in the Staff Augmentation process, including drafting requests for proposals (RFPs), coordinating with vendors, tracking the progress of procurement activities, and ensuring compliance with procurement policies. What education and experience are required for this job (minimum qualifications) Education/Experience Any of the following combinations of completed education (degree field of study in Business Administration/Management, Public Administration, Communications/Writing or closely related field) and experience (providing complex administrative support in a medium to large organization): High school diploma/GED and five years of experience Associate degree and three years of experience Bachelor's degree and one year of experience What additional skills and experience would be helpful (desired qualifications): Skills in administration and organizing information, including problem solving and accuracy. Experience interacting and working with people including all levels of internal and external customers and those with diverse backgrounds. Experience performing under limited supervision. Ability to maintain a high level of confidentiality and sensitivity. Ability to be flexible and professional in an environment characterized by peak workloads and stressful circumstances. Experience using common administrative tools, including Microsoft 365 programs, Adobe Publisher, Mural, and Visio. What knowledge, skills, and abilities you should have within the first six months on the job: Knowledge of department programs and operations. Knowledge of Metropolitan Council meeting and event standards. Ability to solve diverse problems using specialized standards or precedents. What you can expect from us: We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area. We encourage our employees to develop their skills through on-site training and tuition reimbursement. We provide a competitive salary, excellent benefits and a good work/life balance. More about why you should join us! Additional information Union/Grade: AFSCME/Grade E FLSA Status: Non-Exempt Safety Sensitive: No Work Environment: Work is performed in a standard office setting. Some positions may require travel between primary work site and other sites. What steps the recruitment process involves: We review your minimum qualifications. We rate your education and experience. We conduct a structured panel interview. We conduct a selection interview. Once you have successfully completed the steps above, then: If you are new to the Metropolitan Council, you must pass a drug test (safety sensitive positions only), and a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation. If you are already an employee of the Metropolitan Council, you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position. IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration. The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email HR-OCCHealth@metc.state.mn.us .