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Administrative Assistant (Program Technical Specialist)

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Administrative Assistant (Program Technical Specialist)

Salary

$68,078.40 - $110,489.60 Annually

Location

390 Robert St. N St. Paul, MN

Job Type

Full-Time

Remote Employment

Flexible/Hybrid

Job Number

2024-00564

Division

Regional Administration

Department

Procurement

Opening Date

05/07/2025

Closing Date

5/21/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

WHO WE ARE

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services.More information about us on our website. (https://metrocouncil.org/About-Us/The-Council-Who-We-Are.aspx) The Procurement Department assists internal Council units to purchase goods and services needed to conduct Council business. In carrying out this purpose, the department complies with Council policies and procedures, laws of federal, state, and local governments, and requirements of grants the Council receives.

We are committed to supporting a diverse workforce that reflects the communities we serve.

How your work would contribute to our organization and the Twin Cities region:

This position will provide the highest level of administrative support by independently completing complex administrative and technical tasks or actions associated with supporting the division, department or Chief Procurement Officer. The person in this position must have a high level of detail, use sound judgment to interpret guidelines, maintain confidentiality and sensitivity, create and edit high-level meeting minutes, adapt procedures, and decide approaches to resolve specific problems. The ability to be flexible, ability to multi-task, and to be professional in stressful or deadline-oriented situations is important.

Note: This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin.

What you would do in this job

+ Drafts and edits original department-wide communications.

+ Manages multiple Outlook calendars.

+ Makes and distributes orders for office supplies using P-card.

+ Prepares and updates reports and presentations for meetings with senior leadership.

+ Creates procedures for complex or specialized functions.

+ Answers non-routine and/or sensitive inquiries.

+ Coordinates large meetings, town halls, and conferences, including room and equipment needs, under minimal supervision.

+ Makes travel arrangements.

+ Creates meeting agendas and takes minutes at meetings, tracking action items and responsibilities, and identifying what information should be disseminated and to whom

+ Interact with internal employees, council members, and other public officials, exercising appropriate levels of discretion with each according to Council policies and professionalism standards.

+ Field queries from procurement department members and route for resolution.

+ Monitors and tracks budgets and expenditures. Prepares purchase requisitions and tracks approval processes for various purchase orders, change orders, amendments, pay requests, invoices and order procurement/contract administration documents.

+ Researches, compiles, and analyzes information; prepares statistics; writes/drafts report; prepares or updates presentations for meetings.

+ Prepares purchase requisitions and tracks approval processes for various purchase orders, change orders, amendments, pay requests, invoices and order procurement/contract administration documents.

What education and experience are required for this job (minimum qualifications)

Any of the following combinations in completed education (degree field of study in Business Administration/Management, Public Administration, Communications/Writing or closely related field) and experience (providing complex administrative support in a medium to large organization):

+ High school diploma/GED with five (5) years of experience

+ Associate degree with three (3) years of experience

+ Bachelor's degree with one (1) year of experience

What additional skills and experience would be helpful in this job (desired qualifications):

+ Public sector administrative experience.

+ Experience working with Microsoft Word, Excel, PowerPoint, Teams, and SharePoint.

+ Skills in administration and organizing information, including problem solving and accuracy.

+ Experience interacting and working with people including all levels of internal and external customers and those with diverse backgrounds.

+ Experience performing under limited supervision.

+ Ability to maintain a high level of confidentiality and sensitivity.

+ Ability to be flexible and professional in an environment characterized by peak workloads and stressful circumstances.

+ Experience fostering equity, diversity and inclusion competency and understanding.

What knowledge, skills and abilities you should have within the first six months on the job:

+ Knowledge of department programs and operations.

+ Skilled in administration and organizing information including problem solving and accuracy.

+ Ability to interact and work with people including all levels of internal and external customers.

+ Ability to perform under limited supervision.

+ Ability to solve diverse problems using specialized standards or precedents.

+ Ability to maintain a high level of confidentiality and sensitivity.

+ Ability to be flexible and professional in an environment characterized by peak workloads and stressful circumstances.

What you can expect from us:

+ We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.

+ We encourage our employees to develop their skills through on-site training and tuition reimbursement.

+ We provide a competitive salary, excellent benefits and a good work/life balance.

More about why you should join us! (http://metrocouncil.org/Employment/Making-A-Difference.aspx)

Additional information

Union/Grade:AFSCME/Grade E

FLSA Status: Non-Exempt

Safety Sensitive: No

Work Environment:

Work is performed in a standard office setting. Some positions may require travel between primary work site and other sites.

What steps the recruitment process involves:

+ We review your minimum qualifications.

+ We rate your education and experience.

+ We conduct a structured panel interview.

+ We conduct a selection interview.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council, you must pass a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT:If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email [email protected].

We believe our employees are a key to our agency's success! In order to attract and retain high quality employees, the Council provides a highly competitive benefits package both in choice and coverage levels. Some highlights about our benefits are listed below:

+ Guaranteed monthly retirement income through Minnesota State Retirement System pension fund

+ Opportunity to save additional funds for retirement on a tax-deferred basis through a voluntary deferred compensation (457) plan

+ Two or more medical plans from which to choose, with employer contribution towards premiums over 80%

+ Dental insurance, life insurance and vision insurance

The following benefits are provided to all employees as part of working for the Council. You will have access to free:

+ Well@Work clinic

+ bus/rail pass valued at over $1200 per year

+ parking at many job locations

+ fitness centers at many job locations

+ Employee Assistance Program

+ extensive health and wellness programs and resources

01

Applicant Instructions: It is important thatyour application shows all relevant education and experienceyou possess. The supplemental questions listed below are to further evaluate your education and experience and to determine your eligibility for this position. Answer each question completely, and please do not type "see resume" otherwise your application will be considered incomplete, and you will not receive further consideration for this position. The experience you indicate in your responses should also be consistent with the Work History section of this application. If you attach a resume to your application, it will be reviewed at the education and experience review step. I have read and understand the above instructions regarding my application and supplemental questions.

+ Yes

+ No

02

Please select the option below that reflects your education level and experience level.

+ High school/GED and five (5) or more years of experience.

+ Associate's degree and three (3) or more years of experience.

+ Bachelor's degree or higher and one (1) or more years of experience.

+ Some college experience and some administrative experience.

+ None of the above.

03

Select all areas you have experience in (select all that apply).

+ Management or organization of departmental work plans, project plans, or plans

+ Managing multiple electronic calendars

+ Writing and drafting reports and preparing presentations for meetings

+ Making and managing travel arrangements and itineraries

+ Composing correspondence not requiring the supervisor's personal attention

+ Coordinating large and complex meetings and programs, making complex scheduling arrangements under minimal direction

+ Taking meeting minutes at meetings and determining how and when information should be disseminated and to whom

+ None of the above

04

Briefly describe your experience as an administrative assistant. Be sure to include details such as employer name, Industry, the number of people you support, and or the scope of your administrative work. If you do not have this experience type N/A. If you type "See resume" you will not receive credit for your response

05

How many years of professional experience do you have as an administrative assistant?

+ Less than one (1) year of experience as an administrative assistant.

+ One (1) year but less than two (2) years of experience as an administrative assistant.

+ Two (2) years but less than three (3) years of experience as an administrative assistant.

+ Three (3) years but less than four (4) years of experience as an administrative assistant

+ Four (4) years but less than five (5) years of experience as an administrative assistant.

+ Five (5) years but less than six (6) years of experience as an administrative assistant.

+ Six (6) years or more of experience as an administrative assistant.

+ None of the above

06

Please indicate which programs you have experience with (select all that apply).

+ Word

+ Excel

+ Powerpoint

+ Sharepoint

+ Teams

+ None of the above

07

Of the programs checked in question #6, please describe tasks/ projects you completed that demonstrates your level of competency with each system. If this does not apply write N/A.

08

Do you have professional administrative experience supporting senior-level executives and their staff?

+ Yes

+ No

09

If you answered 'yes' to question # 8. Please list the type of manager(s) and the size of the team you supported. If you do not have this experience type N/A. If you type "See resume" you will not receive credit for your response.

10

Do you have public sector administrative experience?

+ Yes

+ No

11

Describe your experience or efforts made to foster equity, diversity, and inclusion competency and understanding. Include any efforts with underutilized businesses. If this does not apply, write N/A.

12

Are you able to work our St. Paul office at least three days per week?

+ Yes

+ No

Required Question

Employer

Metropolitan Council

Address

390 Robert St. N.St. Paul, Minnesota, 55101

Website

https://metrocouncil.org

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