Administrative Assistant II

Salary: $28.27 - $35.51 Hourly

Location : Rochester MN 55904, MN

Job Type: Regular FT

Job Number: 2024139

Department: Administration

Opening Date: 11/25/2024

POSITION DESCRIPTION

The City of Rochester invites applications for the position of:

Administrative Assistant II
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
The Administrative Assistant II performs moderately complex clerical support work within their assigned department that may require knowledge of laws and regulations affecting departmental operations. Typical duties may include, but are not limited to completing routine accounting or payroll tasks; composing office correspondence; entering and manipulating data in computerized systems; maintaining a records retention system; and handling challenging customer interactions. The Administrative Assistant II also performs receptionist duties and is an important first point of contact for the department for in person, electronic, and via phone customers on a regular basis. The person is responsible for promoting an overall positive customer service experience.

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

Starting salary is $28.27 per hour with advancement to $35.51 per hour.

To have your application considered in the first round of reviews, please apply before December 10, 2024 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.

*Customer Service and Administrative Support

• Greet and direct internal and external customers in a welcoming, respectful, and professional manner.
• Answer incoming telephone calls and electronic communications to resolve customer needs and/or direct customers to appropriate teammates as necessary.
• Provide support to agency leadership for written and verbal correspondence and/or communication. Take, transcribe, and/or distribute meeting meetings as needed.
• Assist with drafting, preparing, and proofing Request for Council Action (RCA) forms as requested in the Peak Agenda Management System.
• Schedule a wide variety of meetings, seminars, training sessions, and other agency events; maintain calendar activities.
• Provide support for open houses, public presentations, department events or initiatives as necessary.
• Prepare materials, meeting agendas, legal notices, and minutes for Board and Commissions.
• Assist in the development of notices, flyers, brochures, and other information materials about planning and zoning.
• Maintain inventory of office supplies and forms; order supplies and forms as authorized.
• Process, sort, and file correspondence, documents, or other materials in accordance with established procedures.
• Maintain and update department files in a timely manner including indexing and archiving of plans, project files and folders.
• Compile information and prepare special reports as requested.
• Create projects and/or assist in maintaining specialized computer programs/systems unique to the department of assignment.
• Process incoming and outgoing departmental mail and outgoing and internal mail delivery to City Hall when required or requested.

*Perform cost recovery and accounting functions

• Serve as Payroll Liaison; assist teammates with timecard preparations in the Kronos timekeeping system, respond to teammate questions, and work with Finance and Human Resources teammates on system requirements.
• Receive and code invoices; enter payment vouchers into City's automated accounting system, obtain authorization and submit to the Finance Department for payment processing.
• Manage agency cash receipts, input balances into accounting system, prepare bank deposit forms, and track funding to proper accounts.
• Receipt accounts receivable payments.
• Prepare invoices for accounts payable.
• Track invoices for City projects and development-related charges due to the City from developers, contractors, and individual property owners.
• Prepare Purchase Orders as necessary and verify account codes and processes.
• Assist in preparing various reports (financial, statistical, or operational) on a monthly, quarterly, and yearly bases or as requested.

*Provide support to Administration

• Maintain equipment asset inventory and preventative maintenance schedule.
• Enter and update work orders in data management system.
• Process complaints/concerns from the public for City Administration.

Perform other duties as assigned or necessary.

*Essential Functions
MINIMUM QUALIFICATIONS

Education and Experience
An Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two (2) years of full-time employment experience performing administrative office and accounting duties.
ORA high school diploma AND five (5) years of full-time employment experience

OR
An equivalent combination of education to successfully perform the essential duties of the job may be substituted for the required amount of experience.
If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.

POSITION COMPETENCIES
Customer Focus: Building strong customer relationships and delivering customer-centric solutions. Interpersonal Savvy: Relating openly and comfortably with diverse groups of people. Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
ADDITIONAL INFORMATION

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: Sitting, Fine dexterity
Frequent demands: Walking, Standing, 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

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
• 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 experience performing administrative office duties?

• 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 your years of full-time employment experience performing accounting-related duties?

• 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
• 10 or more years

07

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

08

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
• Coordinating the purchasing office supplies
• Processing incoming and outgoing mail
• Proofreading written materials
• Updating a department/organizational website
• Work with multiple high priority items with non-negotiable deadlines
• N/A - I have not performed any of these duties

09

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

10

Describe your experience working directly with the public.

11

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

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Forms
• Microsoft Outlook
• Microsoft OneDrive
• Microsoft Access or other similar database software
• Microsoft Publisher, Canva, or similar software
• Microsoft Teams or similar virtual meeting software
• JD Edwards or similar budgeting software
• Website Management Software
• None of the above

12

Describe your employment experience working with any of the software listed in the previous question. Include the specific software program and examples of the tasks performed. If no experience, type "N/A".

13

Do you have experience working with diverse populations and/or individuals with backgrounds different than your own?

• Yes, I have extensive experience in this area.
• Yes, I have limited experience in this area.
• No, I do not have experience in this area.

14

Are you able to understand and speak any languages other than English?

• Yes
• No

15

If you answered yes to question 18, please list the languages you are able to understand and speak below.

16

Do you have a valid driver's license?

• Yes
• No

17

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

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