Administrative Program Coordinator

Position Description

This position coordinates and executes the daily operations and administrative activities for the assigned portion of the Legislative Department.

Work Location
This position may be eligible for flexible work arrangements, including hybrid work with some days working remotely and some days working in the office.

The City of Minneapolis does not sponsor applicants for work visas.

Job Duties and Responsibilities

• Coordinate and execute the daily operations and administrative activities for the assigned portion of the Legislative Department. This includes the City Council, Ward Offices, and various divisions within the offices of City Clerk and City Auditor.
• Demonstrates high level of understanding of the full range of department functions, structure, rules, regulations, policies, and procedures. Work with department management and administration in developing, planning, and implementing departmental activities.
• Coordinate and process financial functions including invoices, deposits, payments, contracts, employee reimbursements, budgets, P-Cards, monitoring, and analysis of spending trends, and proposing adjustments to leadership, as necessary. Respond to internal inquiries regarding program and division budget status.
• Assist with department human resources functions including job vacancies, recruitment, onboarding programs, hiring, job changes, personnel files, and job maintenance work in City HR systems. Collaborate with the Human Resources Department in response to requests for personnel and benefits related information from employees.
• Build and maintain positive working relationships with elected officials, their staff, city departments, and other employees.
• Coordinate partnership activities with both external and internal stakeholders that help achieve the goals of the project or program.
• Manage the Appointed Boards and Commissions program including recruitment, databases, updating websites, communication with ABC members/applicants/appointees/staff, and training initiatives.
• Function as departmental representative on various committees and task forces.
• Independently conduct special research projects, including gathering, compiling, and analyzing information, providing alternatives, and making recommendations on courses of action.
• Understand and interpret the needs of customers and provide quality services for all applicable services areas.
• Interact directly with the public, providing general information, answering questions, and gathering facts and pertinent information regarding various City services, problems, and complaints. Inquiries may be received in-person, via telephone, email, U.S. mail, and the City's 311 system. Direct escalated complaints and issues to supervisor, as necessary.
• Provide technical assistance on projects by providing information, preparing reviews, project plan details and budgets.
• Design and maintain organizational systems for record keeping, project progress, service delivery structures, correspondence, and general documents.

WORKING CONDITIONS:

• Normal office environment.

Required Qualifications

MINIMUM EDUCATION:
Associate Arts Degree in Political Science, Public or Business Administration, Management, Communication, or related field or equivalent.

MINIMUM EXPERIENCE
Three years of related experience in increasingly responsible administrative, constituent/customer service, and problem-solving work. Preference for experiences in government setting or working with elected officials.

LICENSES/CERTIFICATIONS:
None.

Selection Process
The selection process will consist of the following step: a rating of relevant education and experience (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.

Background Check
The City has determined that a criminal background check and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.

Union Representation
This position is represented by a collective bargaining agreement between the City of Minneapolis and the Minneapolis Professional Employees Association (MPEA).

Eligible List Statement
The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire three months after it has been established.

Interview Selection
The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.

Knowledge, Skills and Abilities

• Proficient knowledge of the Legislative Department, including applicable federal, state, and local laws and regulations and administration of associated programs, systems, and equipment.
• Ability to perform all duties with strict compliance with applicable laws in a fair and impartial manner.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, elected officials, and community members.
• Excellent problem solving, analytical, and creative skills.
• Excellent oral and written communication skills.
• Excellent presentation skills.
• Knowledge and ability to work with modern software (Microsoft Office, Adobe Acrobat, and other databases), including advanced experience learning new software, training others, and coordinating with vendors.
• Ability to manage multiple tasks, meet deadlines, and work under pressure.
• Ability to read and interpret official specifications, regulations, ordinances, etc.
• Knowledge of budget development and management.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, elected officials, and community members.
• Customer-service orientation and positive attitude.
• Detail oriented and organized.
• Ability to work both independently and as a team member on day-to-day processes.

As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis.

The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.

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