Lead Administrative Assistant

Position Summary

Reporting to the deputy director of public works, the Lead Administrative Assistant is responsible for supervising the department’s administrative function and custodial services within public works buildings, city hall, the community center, the police department and both fire department buildings. Responsibilities include that all processes are completed efficiently and effectively and that services levels are maintained. The position manages a team that includes administrative support, custodial staff, and external custodial vendors. The Lead Administrative Assistant ensures a high-level of customer service and teamwork is practiced by staff. They model the behaviors that help establish a welcoming and inclusive environment.

Examples of Duties

Office and administration

• Manages the day-to-day operation and customer service of the public works office.
• Manages record-keeping tasks, including, but not limited to, maintaining inventory control, coordinating preventative maintenance schedules, and accounting for all costs associated with the central garage.
• Runs monthly finance reports, processes invoices, obtains training reimbursements, manages petty cash box and manages all ordering of parts and supplies from City vendors.
• Maintains the department’s emergency management, safety, training and Labor Management Committee programs’ record systems (training records, MSDSs, contact lists, OSHA related records, policies and procedures, serves as the secretary to the Labor Management Committee, etc.).
• Manages Supervisory Control and Data Acquisitions (SCADA) calls and assures messages get out to utility staff during office hours.
• Reviews time charged against equipment work orders and assists with work order entries. Produces central garage reports and sends them to finance for billing.
• Runs a monthly report on building maintenance project completions and aging reports.
• Records entries in confined-space log and dispatches on two-way communication systems as needed.
• Administers tracking, inspections, testing and reporting for drinking water, sanitary sewer, and storm sewer utilities.
• Assists in coordinating the hiring and onboarding of temporary part-time/seasonal staff.
• Conducts research projects as requested by the deputy director of public works or supervisors.
• Assists in maintaining and implementing utility plan strategies and requirements as assigned (e.g. Wellhead Protection plan, etc.).
• Renews Hennepin County hazmat licenses.
• Handles confidential telephone calls.
• Provides backup clerical, phone and email support for the department as needed.

Fleet maintenance

• Works together with the finance department and other departments to ensure that the fleet is operated and maintained in the most cost-effective manner.
• Maintains the City’s fuel system, including fuel transaction import, fuel user codes and the school bus fueling contract
• Manages annual fuel contract, which runs from February to January. Ensures back-to-back copy is put in front window sleeve so the public can see.
• Manages vehicle and equipment purchasing and accounts payable for the central garage and public works divisions and assists in budget preparation. Work includes, but is not limited to, creating vehicle folders, assigning numbers, activating in fleet maintenance software and getting licenses.
• Manages purchasing and accounts payable for the central garage
• Coordinates vehicle and equipment auction record keeping.
• Provides accident and insurance paperwork.
• Coordinates asset management pertaining to the fleet management systems.

Custodial supervision

• Ensures cleanliness standards and related-OSHA requirements are maintained in all buildings in which public works supervises custodial services.
• Maintains cleaning schedule. Adapts schedule to cover special events and programs.
• Communicates to all employees their role in helping maintain clean and safe facilities.
• Ensures cleaning products and supplies are in stock, accurately inventoried, and organized. Also ensures that equipment is functional and stored appropriately when not in use.
• Establishes strong relationships with custodial vendors. Negotiate custodial vendor contracts as needed and process invoices.
• Responds to inquiries and complaints in a timely manner.

Staff supervision

• Establish a collaborative, productive, equitable and inclusive work environment.
• Model the values, ethics and performance standards for the team.
• Establish performance goals, assign accountabilities, monitor staff performance and conduct annual performance appraisals.
• Delegate work, providing clear expectations regarding due dates, budget and any quality-related requirements.
• Coach and develop staff using a supportive and strengths-based approach.

Other duties as apparent or assigned.

Essential Knowledge, Skills, and Abilities

Customer service: Demonstrated ability to deliver exceptional customer service. Actively listens and asks questions to ensure a shared understanding of the customer’s needs. Whether in person, on the phone or over email, has the ability to deal tactfully and effectively with all City personnel, residents, outside agencies and vendors in a way that helps brand the City as welcoming and inclusive. Must be able to read and understand correspondence, memoranda, and directives, and follow such directives. Must have the ability to communicate clearly and concisely in English, both orally and in writing.

Professional attitude and teamwork: Committed to establishing a safe, productive, and collaborative culture that values diversity, equity and inclusion. Able to build strong relationships with a wide variety of people. Presents a positive attitude and commitment to the organization. Maintains confidentiality of sensitive information or information flagged as confidential.

Decision Making: Must be able to assess problems and situations, anticipate needs and evaluate alternatives. Must have knowledge of the utilization of appropriate resources and the willingness to initiate use of available resources.

Quality of work: Willing to take initiative. Dependable. Exercises sound judgment in accomplishing assigned and job-related activities. Ability to coordinate and independently follow through on projects to completion. Produces accurate work on time. Able to detect and correct errors. Ability to prioritize. Detail-oriented and organized. Efficient. Utilizes work time properly and productively. Safely operates all equipment required for this position and in accordance with City policy and direction.

Professional Attitude: Must have commitment to the organization; willingness to take initiative; dependability; maturity in relationships with others; and self-confidence. Must represent the organization to other agencies and citizens with a courteous, helpful, and accurate business-like attitude. Must have the ability to keep management informed of matters he/she must know to adequately perform the responsibilities of the position. Ability to work as a team member. Must be willing to learn new skills and take on new duties as workload and office needs evolve.

Technical knowledge: High school diploma or GED. Three years receptionist or office support experience preferred. Must have extensive knowledge of office procedures and practices. Basic knowledge of data entry, spreadsheets, and word processing applications. Working knowledge of telephone systems, computer functions, and printing equipment. Must have working ability to perform basic mathematical computations. Proficient in Microsoft Office Suite.Experience with the operations of general office equipment.

Physical Abilities: Must have the ability to remain seated or standing at the same work station for up to eight hours at a time with appropriate breaks in that time frame. Must have the ability to type accurately on a computer keyboard and/or typewriter. Must have the ability to record names and numbers accurately (e.g., not transpose numbers and/or letters).

Minimum Qualifications

Minimum Qualifications

• High School Diploma, GED or equivalent.
• Three years secretarial/clerical work experience preferred.
• Computer experience using word processing and spreadsheet applications.

Desired Qualifications

• Supervisory experience.
• Must be able to type 60 words per minute.
• Ability to speak, read or write any language other than English, including sign language.

Regular full-time employees are eligible for City benefits. The City offers a benefit package that includes health, dental, long and short term disability, life insurance, and deferred compensation.