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Executive Assistant - Administration

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Executive Assistant - Administration

Salary

$31.67 - $39.06 Hourly

Location

Rochester MN 55904, MN

Job Type

Regular FT

Job Number

20250061

Department

Administration

Opening Date

08/01/2025

+ Description

+ Benefits

+ Questions

POSITION DESCRIPTION

The City of Rochester invites applications for the position of:

Executive Assistant

City Administration

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.

Nature of Work

This position provides confidential, executive-level assistance to the Administrative team focused on community growth and serves as a key liaison between the department, other city teammates and the public. The Executive Assistant performs general office functions, makes travel and meeting arrangements, prepares reports, works with financial data and acts as the first point of contact for the office. This role will field inquiries from elected officials and collaborate with partner organizations as well.

Successful candidates will be comfortable working across various working across various software technologies including Microsoft Suite, Adobe products and Canva.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM. This role will also be 100% onsite.

Starting salary is $31.67 per hour with advancement to $39.06 per hour.

To have your application considered in the first round of reviews, please apply before August 15, 2025. Applications will be accepted until the position is filled.

DUTIES AND RESPONSIBILITIES

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

*Provide Administration departmental support

+ Prepare Request for Council Action (RCA) forms as requested.

+ Complete research and data collection and prepare special reports as directed.

+ Develop effective presentations for departmental and City leadership.

+ Update the departmental websites and maintain current content

+ Complete creative, effective graphic design projects.

+ Provide writing support for materials on a variety of platforms.

+ Prepare communications for internal and external use, including but not limited to, e-newsletters, bulletins, pamphlets, forms, surveys, organization emails, website content, etc.

+ Uphold the organization's brand.

*Provide general administrative assistance

+ Manage department records and files.

+ Compare calendars to plan and schedule meetings, events and office activities.

+ Serve as the Department point of contact for internal and external customers.

+ Respond to requests and inquiries according to established policy including routing messages and calls as appropriate

+ Prepare, proofread, and file documents.

+ Update, maintain, and retrieve information in departmental systems, databases, and website.

*Act as secretary for assigned boards and commissions

+ Prepare agendas, documents, correspondence, and meeting information.

+ Take and distribute official meeting minutes.

+ Prepare Requests for Council Action and communicates action taken by Council to appropriate personnel.

*Miscellaneous

+ Assist in preparing and monitoring office budget.

+ Maintain inventory of office supplies and equipment.

+ Troubleshoot office equipment, printers, computers, fax machines and copiers and schedule needed maintenance.

Perform other duties as assigned or necessary.

MINIMUM QUALIFICATIONS

Education and Experience

An Associate's degree from an accredited program in business, accounting, communication, administrative support or closely related field AND a minimum of three (3) years of full-time employment experience providing executive administrative support in a relevant setting.

Desirable Qualifications

A Bachelor's degree in records, communication, business, human resources or closely related field from an accredited four-year college or university.

Formal training in office practices

ADDITIONAL INFORMATION

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: social marketing, social media, and public communication principles; Microsoft Office, Canva, Photoshop, Illustrator or InDesign, and Adobe Suite; organizational skills; graphic design fundamentals.

Skill in: meeting deadlines in a fast-paced environment; exercising initiative, good judgment and sound decision making within the scope of assigned authority; maintaining cooperative working relationships; the use of computers and applicable software; communicating with customers both in-person and via telephone; providing excellent customer service.

Ability to: work cooperatively with other staff to achieve goals of department; manage multiple priorities; plan effectively and follow up to ensure successful results; operate various office equipment; maintain confidentiality; foster and inspire teamwork; develop and implement improvements in office procedures; work with a minimum of direction and supervision; handle confidential and sensitive information; exercise discretion in the referral of telephone calls and written information to top management; communicate with all levels of staff under varying conditions, both individually and as a team member; work effectively with all levels of internal management and staff, as well as outside clients and vendors.

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and

environmental demands for this position. The employee must be able to perform the essential functions

with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work : Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and

standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of

the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: Standing, Sitting, Walking, Fine dexterity

Frequent demands: Lifting, Handling, Reaching, Carrying

Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending

Sensory requirements necessary in the performance of the essential functions of this position include:

sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=637987529126409989)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

+ Yes

+ No

02

What is your preferred name?

03

Which of the following best describes your level of education?

+ High School diploma or equivalent G.E.D

+ Less than 2 years of a post-secondary program or training

+ Completion of a 2 year program or degree

+ Completion of a 4 year program or degree

+ Completion of a Master's degree or higher

+ None of the above

04

Other than your High School diploma/GED, which of the following best describes the field of study for your degree?

+ Business

+ Accounting

+ Administrative Support

+ Communication

+ A field of study closely related to the above

+ My degree is in an area NOT RELATED to any of the above

+ N/A - I do not have a degree

05

Which of the following best describes your years of full-time employment in a position where providing executive level administrative support was your primary focus?

+ No Experience

+ Less than 1 year

+ More than 1 year, but less than 2 years

+ More than 2 years, but less than 3 years

+ More than 3 years, but less than 4 years

+ More than 4 years, but less than 5 years

+ More than 5 years, but less than 7 years

+ More than 7 years, but less than 10 years

+ More than 10 years

06

Which of the following best describes the setting where you obtained the majority of your experience providing executive-level administrative support?

+ Government Entity, such as Local, City, or State office

+ Educational Facility such as a school or college

+ Private Industry such as a privately owned company or business

+ Medical Facility such as a hospital or clinic

+ Other

+ N/A - I do not possess any executive administrative support experience

07

Does your employment experience performing administrative office duties include any of the following? (Select all that apply)

+ Greeting the public

+ Answering phone calls, directing calls appropriately, and taking messages

+ Assisting customers with forms, processes, and online submittals

+ Answering basic questions on behalf of the employer regarding services and procedures

+ Inputting information into a computer database on a timely and accurate basis

+ Scheduling appointments, meetings, trainings, events, etc.

+ Preparing letters, memorandums, forms, notices, reports and other related documents

+ Compiling information and preparing special reports as requested

+ Maintaining department files including indexing and archiving

+ Attending meetings and taking notes

+ Creating presentations for leadership

+ Creating newsletters, bulletins, pamphlets, and related items using programs such as Canva

+ Designing and deploying forms and surveys

+ Updating a department/organizational website

+ Work with multiple high priority items with non-negotiable deadlines

+ Make travel and meeting arrangements

+ N/A - I have not performed any of these duties

08

Which statement best describes your full-time employment experience working directly with the public?

+ No experience

+ Less than 1 year

+ More than 1 year, but less than 2 years

+ More than 2 years, but less than 3 years

+ More than 3 years, but less than 4 years

+ More than 4 years, but less than 5 years

+ More than 5 years

09

Describe your experience working directly with the public.

10

Please indicate the current versions of software in which you are PROFICIENT. (Select all that apply)

+ Canva

+ Adobe Photoshop

+ Adobe Illustrator

+ Adobe InDesign

+ Microsoft Word

+ Microsoft Excel

+ Microsoft PowerPoint

+ Microsoft Forms

+ Microsoft Publisher

+ Microsoft Outlook

+ Microsoft OneDrive

+ Microsoft Access or other similar database software

+ Microsoft Teams or similar virtual meeting software

+ JD Edwards or similar budgeting software

+ Website Management Software

+ None of the above

11

Which of the following best describes your level of proficiency with Microsoft PowerPoint or other presentation programs?

+ No Experience

+ Limited - I am somewhat familiar with its functionality

+ Moderate - I am comfortable with the basic features and can independently research solutions to go beyond them

+ Extensive - I use it as a regular part of my job, am comfortable with advanced features, and act as a resource on its use

12

How many years of experience do you have with graphic design and communications tasks and projects?

+ No experience

+ Less than 1 year

+ More than 1 year, but less than 2 years

+ More than 2 years, but less than 3 years

+ More than 3 years, but less than 4 years

+ More than 4 years, but less than 5 years

+ More than 5 years

13

Do you have a valid driver's license?

+ Yes

+ No

14

Tell us how your professional, educational and lived experiences would help you be successful in this role.

15

CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

+ Yes

+ No

Required Question

Employer

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

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