Administrative Assistant 2

Basic Function

The current opening is in the Public Health Department. This position will report to the Public Health Administrative Assistant 3 and provide support to identified Deputy Director and Division Manager positions and the Employee Health & Safety program. In addition, this position will provide support to the overall functions at the 555 Cedar location.
To provide secretarial and administrative support to a department head or administrator of a major program function; to provide a comprehensive range of office support services; and to perform related duties as assigned.
Flexible Workplace
This position is identified under the designation of ‘flex work eligible’, meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least four days per week are performed in the office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county’s flexible workplace policy. To view Ramsey County’s Flexible Workplace policy, go to Flexible Workplace policy .
If an internal candidate is selected, salary will be set in accordance with the personnel rules (i.e., promotion, transfer, or voluntary reduction).

Examples of Work Performed

• Promote a diverse, culturally competent, and respectful workplace.
• Screen in-coming calls and mail; independently respond to inquiries, complaints, and concerns by gathering and providing both technical and routine information on department programs and services; route remaining calls and mail to supervisor or appropriate departmental staff; handle confidential information with discretion and maintain compliance with Minnesota Data Practices Act in releasing information.
• Act as liaison with other County departments and with other governmental agencies.
• May act as liaison between supervisor and department staff; transmit information and assignments.
• Compose and type correspondence to request information, clarification or documentation, answer complaints or supply information on both routine and substantive matters requiring technical knowledge and interpretations of a variety of rules and regulations.
• Gather information, make calculations, and prepare statistics in order to assemble a variety of reports, charts or manuals; gather information and conduct research on special projects as assigned by supervisor.
• May provide supervision to a group of clerical or technical employees providing administrative support by ensuring proper coverage; scheduling staff to meet deadlines and handle emergencies; scheduling work assignments, coverage and vacations of professional staff requiring a knowledge of department needs and practices, and using previously established guidelines and personnel practices.
• Assist in the development and implementation of administrative policies and procedures.
• Assist in the preparation of the department budget; assemble data and compile budget estimates; assist in planning and administering budgetary controls; process budget related paperwork and maintain accounts; monitor department/division payroll and personnel transactions.
• Order and maintain materials, supplies and equipment, and authorize payment for related bills.
• Provide administrative and secretarial assistance in arranging meetings and conferences: prepare agendas, schedule times, gather needed information and materials, take and distribute minutes; represent supervisor in both internal and external meetings as requested.
• Maintain calendar for supervisor by scheduling appointments, meetings, conferences, and travel plans; schedule and arrange supervisor's activities so that deadlines and time schedules can be met.
• Set priorities for carrying out administrative functions in order to maintain the smooth operation of the office as well as meet deadlines.
• Provide general secretarial support such as preparing, maintaining and updating files; entering and assembling data; develop and maintain filing and information retrieval systems, both manual and automated; suggest new applications based on department needs.

Minimum Qualifications

Education: High school diploma or equivalent.
Experience: Eight years of clerical experience, including two years working in administrative functions, and two years as an Administrative Assistant 1 or equivalent.
Substitution: An Associate's degree may substitute for two years of the required experience. A Bachelor's degree may substitute for four years of the required experience.
Certifications/Licensure: None.
Other: Typing at 55 words per minute.

Exam/Screening Process Information

The examination process will consist of the following section with each section weighted as indicated:

• Training & Experience Rating = 100%

Ramsey County provides a wide range of employee benefits to support health, well-being, and work/life balance. Benefits eligibility can vary depending on union status/contract language. A summary of benefits is provided below. Detailed information is available for review at https://www.ramseycounty.us/employees/employee-open-enrollment-2024-benefits

• Medical, dental and vision insurance
  • The County contributes a bargained percentage to the medical and dental monthly premium
  • Employees choose from four enrollment tiers: Single, Employee + legally married spouse, Employee + Child(ren), Family
  • Blue Cross Blue Shield Medical insurance – three plan options including a High Deductible Plan with a Health Saving Account offered. Earn up to $20/month in electronic gift cards for each enrolled employee or spouse for wellness activity
  • MetLife Dental Insurance – two plan options offered
  • VSP Vision Insurance – Advantage Plan offered

• Pre-tax Benefit Program
  • Pre-tax medical, dental, vision monthly premium deduction option
  • Dependent and Health Care Flexible Spending Accounts
  • County monthly contribution to a Health Savings Account for employees who elect the High Deductible medical plan

• Paid time off
  • Vacation hours, accrued based on years of service, ranging from 12 to 25 days per year (pro-rated for part-time employees)
  • 11 scheduled holidays and one floating holiday
  • Up to three weeks of 100% paid parental leave, plus additional use of sick time as noted below
  • Sick hours accrued at a rate of three weeks per year, which can be used for medical and dental care; injury or illness for you, your spouse or children; the birth or adoption of a child (up to 80 hours) or the death of a family member (up to 40 hours)
  • Wellness incentive allows conversion of unused sick time to vacation or pay

• Retirement benefits
  • Pension - The county contributes at least 7.5% of your salary to your pension, depending on bargaining unit. Unlike other retirement investments, pension payments are a lifetime benefit once you start collecting payments
  • New employees become vested after five years. For the Police and Fire union, employees are vested after 10 years
  • Deferred compensation - 457(b) account with employer match
  • Health Care Savings Plan - all benefits-eligible employees contribute 1% of gross regular salary to a Health Care Savings Plan account for eligible health care expenses after retirement. Interest accrues tax free. County provides a scheduled contribution after five years of participation

• Transit and parking
  • Fully funded Metropass.
  • Transportation/parking expenses reimbursement account

• Employee well-being
  • Employee assistance program, including telephone counseling, financial counseling, rideshare benefits, etc.
  • Wellness programming
  • Flexible work policy with hybrid work options for eligible positions

• Life Insurance and Disability leave
  • County provided Basic Life coverage - 1x annual salary, minimum $10,000 up to a maximum of $50,000. Optional supplemental coverage available
  • Long-term Disability – County provided coverage replaces 40% of the employee’s lost income after six months of disability, subject to a $5,000 monthly maximum. Option to purchase an additional 20% income replacement up to $7,500 monthly maximum
  • Short-term Disability – option to purchase 60% income replacement coverage with 30, 60 or 90-day waiting period

• Career development
  • Tuition reimbursement, up to $4,000 per year
  • Online professional development opportunities through the Learning & Development Center
  • County employment qualifies as a public service organization for the Public Service Loan Forgiveness Program
  • Employee resource groups – help employees build connections through common bonds with colleagues