Administrative Assistant 2 - Administration

Salary: $23.06 - $30.79 Hourly
Location : Rochester, MN
Job Type: Regular Full-Time
Job Number: MV 03-22-2024 SW
Department: Administration
Opening Date: 03/11/2024
Closing Date: 3/22/2024 11:59 PM Central
FLSA: Non-Exempt
Hours of Work: 8 a.m. to 5 p.m. Monday through Friday
Union: Non-Contract
Olmsted County has earned the 2023 Best Places to Work - Southeast Minnesota designation.
Minimum Qualifications of Education and Experience
Expected starting salary is $23.06 to $30.79. Full salary range is $23.06 - $38.52.
Associate's degree from an accredited college or university in business, Administrative Assistant, or related field.
OR
Combination of education and experience equivalent to two (2) 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.
Nature of Work
Under supervision, performs a variety of administrative support tasks requiring specialized knowledge of policies, procedures and laws applicable to the area of assignment. Provides customer service to internal and external customers, answers questions, compiles data and reports, and prepares correspondence. Work is performed independently with attention to detail and periodic review for accuracy and conformance to prescribed standards. Answers questions about policies and procedures and may train others.
Examples of Work

• Courteously greets visitors and answer multi-line telephones; screens calls, answers questions and responds to inquiries; directs visitors/callers to appropriate staff or department; takes and distributes accurate messages.
• Provide support to the Internal Services Division departments, Administration, Human Resources, Finance, Policy Analysis and Communications, Informational Technology Solutions and Board of Commissioners. Respond to questions from departments and public.
• Attends Board of Commissioners (BOC) and committee meetings and prepares minutes. Maintains these documents as permanent records, including developing and maintaining an index of all permanent documents.
• Prepares and organizes the electronic agenda for the BOC meetings, ensuring that all items are complete. Makes copies and distributes as needed. Compiles agenda paperwork and creates individual electronic files for each agenda item.
• Attends and records meeting as needed. Takes minutes and prepares an electronic record of the minutes.
• Verifies the electronic posting of the agendas on PrimeGov, posts the agenda for internal and external viewing.
• Assists with all required documents after BOC meetings. Notifies departments of BOC decisions/actions. Responds to questions from departments and the public concerning BOC actions.
• Assists with updating, maintaining and managing department webpages.
• Performs web editing tasks including uploading and editing documents, converting documents to various formats, managing site content, updating and managing social media sites.
• Maintains an adequate inventory of commonly used office supplies, prepares and processes purchase orders for the needed items, places orders and prepares vouchers for payment.
• Receives, opens, sorts, scans, and delivers incoming mail; prepares items for outgoing mail.
• Maintains office files systems including document electronic scanning and hard copy filing, including multi-copy records and archiving.
• Maintains and manages records for Commissioner and Volunteer appointed Boards and Committees. Serves as liaison to departments with open positions and schedules interviews.
• Attends and participates in office staff meetings. Presents recommendations to improve department clerical efficiency.
• Creates and manages project timelines, milestones and scope including periodic updates to manager.
• Manages multiple projects of various sizes concurrently.
• Assists with scheduling and administering activities, meetings, and retreats for the Board of Commissioners meeting.
• Assist with 508-compliance.
• Provide support for specific programs; One Olmsted, Advisory Board, Data Practice and Policy.
• Assist with travel arrangements for all Internal Services departments.
• Performs other projects/duties as assigned, including assisting with overflow work and/or helping provide temporary coverage for other positions within the department.

Knowledge, Skills and Abilities Required

• Ability to exercise considerable tact and courtesy in frequent contact with public officials, news media representatives, county employees and the general public, including displeased citizens.
• Skilled in customer service and interpersonal communication.
• Ability to establish and maintain effective working relationships with department employees, other county employees, county officials, and the public.
• Ability to work in a cooperative and multi-task work environment; ability to work under date and time requirements.
• Ability to prioritize tasks and work on multiple projects simultaneously with regular interruption from front desk/reception responsibilities.
• Ability to take accurate and understandable minutes and notes of meetings in shorthand, longhand, or computer.
• Ability to communicate effectively orally and in writing in a professional, business-like manner and maintain a professional appearance.
• Ability to exercise discretion over sensitive and confidential issues related to the department and its business.
• Ability to learn and apply new information quickly and accurately.
• Ability to demonstrate strong organizational skills.
• Ability to demonstrate advanced computer skills in Microsoft Office Suite, and other software programs, to manage and generate information, reports, letters, etc.
• Thorough working knowledge and understanding of the statutes, laws, ordinances and regulations governing the Olmsted County Board.
• Thorough knowledge of grammar, punctuation, and spelling with the ability to compose effectively.
• Ability to demonstrate accuracy, neatness and relentless attention to detail.
• Ability to proof work personally performed and work done by others.
• Ability to make routine decisions within scope of responsibilities.
• Ability to demonstrate excellent records management skills.
• Strong understanding and appreciation of clerical/administrative work

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, pulling
X
Typing/data entry
X
Talking, hearing
X
Close and distance vision
X
Color vision, depth perception, accommodation, field of vision
X
Sedentary (exert up to 10 pounds of force)
X
An Equal Opportunity Employer
Provisional employees are eligible for benefits if employment is projected to be 12 months or longer and work at least 40 hours per pay period.
This document is a brief Summary of Benefits for Olmsted County Employees on the Paid Time Off Program.
Paid Time Off
Employees over .5 FTE accrue Paid Time Off (PTO) based on their length of service as follows:
First year to 5 years of service - accrue up to 23 days
6 to 10 years of service - accrue up to 25 days
11 to 15 years of service - accrue up to 27.5 days
16 to 20 years of service - accrue up to 30 days
21 to 26 years of service - accrue up to 32.5 days
Over 26 years of service - accrue up to 35 days
Employees begin accruing PTO on their first day of work and can use it as soon as accrued with supervisor approval.
Flexible Leave Time
All regular, full-time employees and part-time employees who are scheduled to work at least twenty (20) hours or more per week on an ongoing basis shall receive up to 24 hours (prorated by FTE) of paid FTL at their regular base pay each calendar year.
Commencement of Employment # of FLT Hours
Between January 1 and June 30 24 Hours
Between July 1 and August 31 16 Hours
Between September 1 and November 30 8 Hours
Between December 1 and December 31 0 Hours
Paid Holidays
Olmsted County recognizes the following legal holidays:
New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve (4 hours when December 24th falls on a Monday - Thursday only), Christmas Day
Employee Health and Insurance Benefits
Health, Dental, Basic Life, Health Care Spending Account and Dependent Care Spending Account become effective the first of the month following 30 days of employment.
Health Insurance
The self-insured Olmsted County Employees' Health Plan is administered by Medica. Under the plan, eligible employees and their dependents have access to all providers in the Medica Health Plan Solutions network, including Mayo Clinic and Olmsted Medical Center. Members have access to a travel network through First Health.
The plan offers a comprehensive preventive care program to help protect the health of employees and their dependents, flat dollar co-payments for office visits and emergency room visits, e-visit coverage, 80% co-insurance on most services (after deductible) and a 24-hour health information services line staffed with experienced Medica nurses 365 days a year.
There is a base in-network deductible of $1,375/person, $4,125/family with the opportunity to earn up to four $250 rewards to lower the deductible to a minimum of $375/person, $1,125/family. In-network out-of-pocket maximum is $2,800/employee, $5,600/family.
Coverage is available for employees and their eligible dependents.
The monthly rates for healthcare coverage are as follows:
Health Insurance Rates
Single health coverage monthly cost to the employee is $110.00 per month or $55.00 per pay period. Employee Plus One coverage monthly cost to the employee is $546.00 per month or $273.00 per pay period. Family coverage monthly cost to the employee is $690.00 per month or $345 per pay period.
Prescription Drug Plan
The Olmsted County Employees' Health Plan prescription drug benefit is part of the health plan and is administered by Alluma. Covered prescrip-tions are based on the Alluma Formulary. The plan contracts with Express Scripts to provide a national network. This allows members to receive prescriptions conveniently at home, or across the country, for the same co-insurance amount. Retail prescriptions have a 25% co-insurance (34-day supply) with a $5 minimum and $200 maximum charge. Mail order prescriptions have a 22% co-insurance with a $5 minimum and a $500 maximum charge. Both retail and mail order prescriptions apply toward an annual $2,400/person ($4,800/family) out of pocket limit.
Dental Insurance
The Olmsted County Dental Plan is self-insured and administered by Delta Dental. Coverage includes Diagnostic & Preventive Services - 100%; Basic Services - 80%; Major Restorative Services - 50%; and Orthodontics - 50%. Lifetime maximum for Orthodontics is $1,500 per eligible dependent child. Diagnostic and Preventive Services do not apply to the yearly individual maximum benefit of $1,500. There is a $50 deductible per family member per year, with a maximum of $150 per family. The deductible does not apply for Diagnostic and Preventive Services.
Coverage is available for employees and their eligible dependents.
Single dental coverage monthly cost to the employee is $0.00 per month. Employee Plus One coverage monthly cost to the employee is $19.00 per month or $9.50 per pay period. Family coverage monthly cost to the employee is $47.00 per month or $23.50 per pay period.
Life Insurance
The County paid Basic Life Plan is group term guaranteed issue life insurance up to two times employee's annual salary rounded to the nearest $1,000 to a maximum of $300,000. Olmsted County also pays 100 percent of enrolled dependent coverage costs for the following life benefits:
Spouse: $2,000
Children up to age 26: $1,250
Voluntary Life Insurance
The cost of employee and spouse Voluntary Life Insurance coverage is determined by age and the amount of coverage. This coverage would be in addition to what employees receive under the Basic Life Plan.
New employees who enroll within 30 days of eligibility may select up to $250,000 in life insurance coverage and up to $50,000 for their spouse without answering any health questions. Employees may apply for additional life insurance in $5,000 increments up to a maximum of $500,000. Spouses may apply for additional life insurance in $5,000 increments up to a maximum of $250,000.
New employees can also elect child life insurance without having to answer any health questions. The cost of life insurance is $1.30 per month, regardless of the number of children covered. The coverage amount is $10,000 per child.
PERA Life Insurance
Employees can purchase guaranteed issue group term life insurance coverage through the Voluntary Group Life Plan with the National Conference on Public Employees Retirement Systems (NCPERS) in which Olmsted County is a participant. It is underwritten by The Prudential Insurance Compan...