Administrative Assistant (Community Development)

City Of Bloomington, Mn • Bloomington, MN

374d • $69,035 - $91,998

About The Position

The City of Bloomington is seeking an Administrative Assistant to provide a wide range of professional and confidential administrative support for the Director of Community Development. This role involves standard administrative duties as well as assistance with special projects, contributing to a positive work environment and effective communication within the department and with the public.

Requirements

• Two year degree from a college or technical school in a related field plus two years of responsible office/administrative support experience or equivalent combination of education and experience closely related to the position.
• Excellent skills with Microsoft Office products, and the ability to learn specific software programs utilized by the Department.

Nice To Haves

• Knowledge of standard municipal operations, including the MN Data Practices Act, the Open Meeting Law and records retention schedules.
• Knowledge of or experience in the field of Community Development.

Responsibilities

• Perform standard administrative support duties such as filing, copying, answering phones and email, opening and distributing mail, coding invoices, ordering office supplies, scheduling meetings, and arranging for travel.
• Coordinate special projects and process/policy improvements for the Community Development Department.
• Serve as the CD department representative on multi-department committees, as needed.
• Assist the CD director and other CD managers and supervisors with the hiring process and onboarding and offboarding CD staff.
• Assist with development and monitoring of annual operating budgets for the Department and its various Divisions.
• Create and update spreadsheets, prepare reports and PowerPoint presentations as directed, and coordinate the flow of a large volume of incoming and outgoing information.
• Assist with the preparation and submittal of departmental staff reports and agenda items for City Council meetings and study sessions.
• Provide back-up assistance to other CD staff who produce public meeting packets.
• Schedule and coordinate departmental meetings, events and activities and assist other staff in the delivery of public meetings and events, as needed.
• Ensure departmental contracts and agreements move through the City's workflow and approval process in accordance with established deadlines.
• Support departmental staff by maintaining staff memberships in state and national associations, ordering and organizing office supplies, and serving as a liaison to other City departments.
• Complete training registrations and arrange associated travel for the Director of Community Development and other staff, as needed.
• Open, sort, and prioritize incoming correspondence for the Director Community Development.
• Draft, proof-read and/or edit outgoing correspondence as directed.
• Code invoices for payment and route for necessary approvals.
• Receive and route incoming telephone calls, emails and visitors, providing helpful and accurate information.
• Maintain departmental records and files to comply with City retention schedules and ensure accessibility of information as required.
• Work occasional evening and weekend hours to assist with public meetings or events.

Benefits

• 10 days paid vacation per year
• 13 days paid personal leave per year
• 13 paid holidays per year
• 12 weeks paid parental leave
• Employee health and dental insurance
• Paid employee life insurance
• Paid employee disability insurance
• Employer/employee paid pension
• Deferred compensation
• Tuition assistance program
• Health club membership reimbursement
• Flexible spending account
• Employee Assistance Program
• Other optional benefits
• Great suburban location, on bus line
• Free employee parking

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree