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Form of workSalary : $66,407.00 - $73,626.00 Annually
Location : Mendota Heights, MN
Job Type: Full-Time, Non Exempt
Job Number: 12.19.2023
Department: Engineering
Opening Date: 12/19/2023
Performs executive level administrative support work and services to City Administration and the Engineering, Public Works, Fire Departments including: organizing and tracking the flow of work of, preparing and reviewing information, maintaining records and related databases; public communications. Assists with all aspects of local, state and federal elections. Work is performed under the limited supervision of the Public Works Director.
Provide administrative coordination and support to the Public Works and Engineering Department and City Administration
Performs other duties, as assigned
Knowledge, Skills and Abilities
Ability to handle multiple priorities and adapt to frequently changing work demands. Ability to use initiative and exercise good judgement. Ability to work collaboratively with other staff, the public, elected officials and outside agencies to provide excellent and responsive public service. Ability to community effectively, both verbally and in writing; general knowledge of business writing, grammar, spelling and punctuation. Thorough knowledge of city government, functions of the assigned departments and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment, and administrative support techniques; ability to use PC and software; ability to read, decipher, interpret and understand concepts with specialized vocabulary; ability to keep records and to prepare accurate reports from sources; ability to perform and organize work independently; ability to prepare effective correspondence and to perform routine office management details without referral to supervisor.
Education Requirements
Associates/Technical degree and considerable experience in administrative coordination and support, with increased responsibilities in duties and training within a professional office environment; experience with office technology, records management, and other computer software and internet technology; and some data practices familiarity.
Bachelor's degree in public administration, business administration, office administration or related field preferred.
Special Requirements
Minnesota Certified Municipal Clerk (MCMC) MCFOA Certification or ability to complete certification within three years
Valid Driver License
Physical Requirements
This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work requires close vision and ability to adjust focus; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities.
Environmental Conditions
This work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
Part-time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro-rated basis.
For more information on our benefits, please contact our assistant city administrator Kelly Torkelson at ktorkelson@mendotaheightsmn.gov or at 651-255-1356.
Location : Mendota Heights, MN
Job Type: Full-Time, Non Exempt
Job Number: 12.19.2023
Department: Engineering
Opening Date: 12/19/2023
Performs executive level administrative support work and services to City Administration and the Engineering, Public Works, Fire Departments including: organizing and tracking the flow of work of, preparing and reviewing information, maintaining records and related databases; public communications. Assists with all aspects of local, state and federal elections. Work is performed under the limited supervision of the Public Works Director.
Provide administrative coordination and support to the Public Works and Engineering Department and City Administration
- Organize and track the flow of work; draft, prepare, process, review, proofread, update, and distribute forms, council memos, public communication materials, information packets, notices, agreements, contracts, surveys, and/or other types of documents; schedules department tasks and operations
- Serve as initial contact with the public; respond to requests for information; handle inquiries received from the public and/or outside agencies as appropriate or by forwarding non-routine inquiries and complaints to appropriate staff member
- Assist in public outreach and community engagement; update city calendars and city website; assist with the publication of program marketing materials and city publications; prepare and publish public notices and mailings; create assessment rolls and reconciles annually, track assessments, and complete assessment searches; record assessment payments made at the City and to Dakota County
- Assist in the purchase of supplies, materials, equipment, and/or services; communicate with vendors; update and maintain vendor records; receive materials and supplies; monitor and maintain supply inventories
- Perform a variety of general accounting duties including reconciling monthly bank statements, issuing purchase orders; reconciling monthly bank statements, engineering billings and accounts
- Maintain records in accordance with city policies and procedures; enters or retrieves information in/from city content management systems; updates files, records in city repositories or in online systems and databases; creates forms, spreadsheets, and databases and runs reports; files information and records documents
- Attends city events; represents departments and the city with external stakeholders.
- Track and compile data for statistical and financial reports; maintain a variety of statistical records; perform data entry; check and tabulate basic statistical data; prepare reports
- Draft, prepare, process, review, proofread, update, and distribute forms, council memos, public communication materials, notices, and a variety of fire reports
- Assist with fire personnel management including firefighter recruitment process; work with department officers to issue performance notices and ensure filing with city Human Resources
- Perform a variety of general accounting duties including preparing monthly fire payroll and reports for city billing
- Assist the Fire Marshal with inspection reporting; file fire plans; maintain departments document repository
- Assist the City Clerk with election duties during local, state and federal elections which includes voter registration, maintenance and testing of election equipment, recruitment, scheduling, onboarding and training of election judges, and assisting with all Election Day activities; maintain current knowledge of election law; processes absentee ballots and early voters, prepares election supplies
- Assist the City Clerk in maintaining a variety of municipal files, records and archives by sorting, filing, indexing, purging, scanning in paper and digital form utilizing a state mandated records retention schedule and electronic records management program.
- Assist in the creation, distribution and posting of council and/or commission packets and staff memos and documents; prepare meeting minutes; track and follow up on council directives and outcomes relating to projects and issues
- Provide backup support to City Council and at other city meetings in the absence of the City Clerk
Performs other duties, as assigned
Knowledge, Skills and Abilities
Ability to handle multiple priorities and adapt to frequently changing work demands. Ability to use initiative and exercise good judgement. Ability to work collaboratively with other staff, the public, elected officials and outside agencies to provide excellent and responsive public service. Ability to community effectively, both verbally and in writing; general knowledge of business writing, grammar, spelling and punctuation. Thorough knowledge of city government, functions of the assigned departments and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment, and administrative support techniques; ability to use PC and software; ability to read, decipher, interpret and understand concepts with specialized vocabulary; ability to keep records and to prepare accurate reports from sources; ability to perform and organize work independently; ability to prepare effective correspondence and to perform routine office management details without referral to supervisor.
Education Requirements
Associates/Technical degree and considerable experience in administrative coordination and support, with increased responsibilities in duties and training within a professional office environment; experience with office technology, records management, and other computer software and internet technology; and some data practices familiarity.
Bachelor's degree in public administration, business administration, office administration or related field preferred.
Special Requirements
Minnesota Certified Municipal Clerk (MCMC) MCFOA Certification or ability to complete certification within three years
Valid Driver License
Physical Requirements
This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work requires close vision and ability to adjust focus; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities.
Environmental Conditions
This work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
Part-time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro-rated basis.
For more information on our benefits, please contact our assistant city administrator Kelly Torkelson at ktorkelson@mendotaheightsmn.gov or at 651-255-1356.
