Military Spouse Connection Jobs

Administrative Assistant (Program Technical Specialist)

Print (https://www.governmentjobs.com/careers/metrocouncil/jobs/newprint/4535514)

Apply



Administrative Assistant (Program Technical Specialist)

Salary

$61,755.20 - $93,225.60 Annually

Location

390 Robert St. N St. Paul, MN

Job Type

Full-Time

Job Number

2024-00215

Division

Regional Administration

Department

IS-Admin

Opening Date

06/18/2024

Closing Date

7/2/2024 11:59 PM Central

• Description

• Benefits

• Questions

WHO WE ARE

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

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)

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

Information Servicesis the central IT department supporting all divisions of the Metropolitan Council. Our 140 team members provide technology, practices and innovative solutions that enable the core services of the Council.

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

This position provides the highest level of administrative support by independently completing complex administrative and technical tasks or actions associated with supporting the division, department, and the Chief Information Officer. The person in this position must have a high level of attention to 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.

Full Salary Range: $29.69 - $44.82 hourly/$61,755 - $93,226 annually

What you would do in this job

• Draft and edit original department-wide communications.

• Screen, process, track, and respond to correspondence from IS department members.

• Manage multiple Outlook calendars.

• Prepare and update reports and presentations for meetings with senior leadership.

• Create procedures for complex or specialized functions.

• Answer non-routine and/or sensitive inquiries.

• Coordinate large meetings, town halls, and conferences, including room and equipment needs, under minimal supervision.

• Make travel arrangements.

• Create meeting agendas and take 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.

• Use Visio to maintain org charts, and Microsoft products for office work (Teams, Outlook, Word, PowerPoint, etc.). Additional tools including Adobe Publisher, Mural to support reports and presentations.

• Field queries from IS department members and route for resolution.

• Event Planning: Coordinate and manage logistics for IS-related events, workshops, and training sessions, including booking venues, arranging catering, and preparing materials.

• Office Management: Maintain office supplies inventory, order necessary supplies using a P-card, and ensure the IS department is well-organized and efficient. Assist with new employee onboarding by submitting requests for laptop or other needs for new hires.

• Procurement Assistance: Assist the procurement team with specific steps in the Staff Augmentation process, including drafting requests for proposals (RFPs), coordinating with vendors, tracking the progress of procurement activities, and ensuring compliance with procurement policies.

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

Education/Experience

Any of the following combinations of 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 and five years of experience

• Associate degree and three years of experience

• Bachelor's degree and one year of experience

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

• 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 using common administrative tools, including Microsoft 365 programs, Adobe Publisher, Mural, and Visio.

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

• Knowledge of department programs and operations.

• Knowledge of Metropolitan Council meeting and event standards.

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

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 drug test (safety sensitive positions only), and 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 drug test (if moving from a non-safety sensitive position to a safety sensitive position) and 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 HR-OCCHealth@metc.state.mn.us.

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: 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 and/or cover letter to your application, it will be reviewed at the education and experience review step. I have read and understand the above instructions regarding supplemental questions.

• Yes

• No

  02

  How did youfirsthear about this job opening?

• CareerForce Center

• Community Event/Organization

• Employee Referral

• Facebook

• Glassdoor

• Indeed

• Job Fair

• LinkedIn

• Metro Transit Bus Advertisement

• Twitter

• Website: governmentjobs.com

• Website: metrocouncil.org

• Website: metrotransit.org

• Website: minnesotajobnetwork.com

• Other

  03

  If you selected 'Other', please describe where you first heard about this job. if you selected 'Employee Referral' please enter the employee's first and last name, ID number (if known), and job title. Type N/A if not applicable.

  04

  Please select the option below that matches your level of related education and experience.

• High school/GED and 5 or more years of experience

• Associate's degree and 3 or more years of experience

• Bachelor's degree and 1 or more years of experience

• Other

  05

  If you indicated in the previous question that you have a degree, please indicate the area of study. If this does not apply, indicate "N/A."

  06

  Please describe your experience in administrative role(s), including the type of support provided and the type of business department. Give examples of projects and higher-level responsibilities. If this does not apply, indicate "N/A."

  07

  Please select all areas you have experience in.

• 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 and determining how and when information should be disseminated and to whom

  08

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

• Word

• Excel

• PowerPoint

• SharePoint

• Teams

• Visio

• Mural

• Adobe Publisher

• None of the above

  09

  Please explain your experience working and communicating with individuals at different levels of an organization, and those from backgrounds different than your own.

  Required Question

Agency

Metropolitan Council

Address

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

Website

https://metrocouncil.org

Apply

Please verify your email addressVerify Email