Administrative Assistant - Community Development Department

Salary : $62,275.20 - $73,257.60 Annually
Location : Savage, MN
Job Type: Full-Time
Job Number: 00173
Department:Community Development
Opening Date: 12/06/2023
Closing Date: 12/20/2023 11:59 PM Central
Position Summary
Coordinates administrative operations and performs office support for Community Development and Building Inspections department.
Essential Functions and Responsibilities

• Compose letters, reports, permits, agendas, reports and related materials.
• Transcribe minutes, reports, and other related communication.
• Proof and edit communication, reports, minutes, and related work for accuracy and completeness.
• Coordinate activities in preparation of meetings including City Council, departmental, and other special events by establishing schedules, compiling/distributing agendas, and related materials, preparing meeting arrangements and related activities; prepares meeting minutes.
• Process applications, permits, documents and forms; maintain records and compile information from records; resolve discrepancies in records and follow up, as necessary.
• Access and perform data entry and maintain computerized databases.
• Gather, compile, and copy materials.
• Open, sort and distribute mail; check in supplies; post notices; keep calendars; notify of deadlines.
• Coordinate activities among assigned department and other city departments; provide information concerning departmental or divisional functions and procedures.
• Monitor established procedures for compliance with applicable laws, regulations and interpretations concerning Data Privacy.

Minimum Qualifications
Three years office support experience involving typing, office machine operation, data entry, and record keeping. A GED equivalency of education, supplemented by courses in typing, word processing, data processing or office procedures; or any equivalent combination of training and experience which provides the necessary knowledge, skills, and abilities to perform the work.
Some positions require current status as or ability to become a Notary Public.
Supplemental Information
Type of ActivityFrequencyWalking/StandingOSittingSStanding in one placeOClimbingOPulling/PushingOCrawling/Kneeling/SquattingOBending/StoopingOTwisting/TurningORepetitive MovementOLifting waist to shoulderOLifting knee to waist
O
Lifting floor to knee
O
Position is eligible for paid holidays, sick and vacation time. This position is eligible for the Public Employees Retirement Association (PERA) pension plan.
01
Which best describes your highest level of education completed?

• High school diploma or equivalent
• Associate's degree or equivalent in an unrelated field
• Associate's degree or equivalent in a related field
• Bachelor's degree or higher in an unrelated field
• Bachelor's degree or higher in a related field
• None of the above

02
Which of the following best describes your years of local government office support experience involving typing, office machine operations, data entry, and record keeping?

• Less than one (1) year
• One (1) to less than three (3) years
• Three (3) to less than five (5) years
• Five (5) or more years
• None of the above

03
Which of the following best describes your years of experience analyzing, routing, and processing permit applications.

• Less than one (1) year
• One (1) to less than three (3) years
• Three (3) to less than five (5) years
• Five (5) or more years
• None of the above

04
Indicate which of the following tasks you have experience performing. Check all that apply.

• Answering general inquiries via phone, email, or in person
• Creating and editing reports and documents
• Data entry and record maintenance
• Providing clerical support
• Scheduling meetings and/or appointments
• Researching (legal documents, permits, historical documents)
• Preparing legal documents
• Taking meeting minutes
• None of the above

05
Which of the following do you have intermediate or higher level of proficiency and at least two (2) years of experience working with? (Select all that apply.)

• Office 365
• Plan Review Software (ex. ProjectDox)
• Permitting Software (ex. PIMS)
• Scheduling and Calendar Management Software (excluding Outlook)
• Document Management Software (ex. Laserfiche)
• Online Meeting Platforms (ex. Zoom, Teams, WebEx)
• Adobe Acrobat Pro
• None of the above

06
Why do you want to work at the City of Savage as the Administrative Assistant for Community Development?
07
What traits and skills will you bring to the position that make you the best candidate?
Required Question