PT ADMINISTRATIVE ASSISTANT

3 weeks ago

MN United States Scott County (MN) Full time
Job Summary

The eligible register developed from this posting may be used to fill future FT and PT vacancies within this classification.

This benefit-eligible position is 20 hours per week.

Performs administrative level support in a variety of duties and is responsible for administrative, accounting, and customer service duties which require the exercise of independent judgment in assisting department managers and supervisors. Compiles agendas, records, reports, and visual aids, arranges meetings and workshops, maintains basic bookkeeping records, maintains basic public facing communications, and schedules appointments. Maintains departmental files requiring considerable knowledge of program policies and functions. Assists in implementation of new techniques and technologies to enhance and improve procedures within the department and service to the customers.

Essential Duties

Provides administrative support to the Parks and Environmental Services departments.

Supports the Parks Advisory Commission including attending monthly meeting, preparing and distributing packets, preparing minutes, tours, and other related work to support the commission. May support other commissions as assigned.

Prepares information packets for the various Scott County Boards, Watershed Planning Commission, and Parks Commission in a time-sensitive, deadline-driven environment, including Request for Board Actions (RBAs) and resolutions.

Assists with accounting and financial matters of the departments. Works collaboratively with others to create and enhance financial systems to meet service needs. Receives mail, schedules appointments, supports tours and events, assists people in searching files for information, and other related tasks.

Assists the public in matters relating to parks and environmental services. Responds to diverse and complex phone, written, and oral inquiries from the general public and county employees related to department programs and services and answers technical questions from customers about water resources, parks, and environmental services.

Performs quarterly capital project status reports.

Provides general support of master planning projects.

Assists with entering relevant data and information into GIS databases.

Records and maintains a variety of numerical, statistical, program tracking, and resource records.

Collects data and compiles information for required reports; explains reported data and distributes reports as needed.

Exercises independent judgment to analyze, rearrange, expand, segregate, tabulate, and perform spreadsheet or database operations on computers.

Researches, composes, and prepares various documents (e.g., letters, reports, forms, legal documents, public hearing notices, etc.) as required.

Maintains department electronic and hard copy files. Coordinates migration of hard copy files to electronic systems.

Works with department staff to apply for and manage grants.

Performs routine, periodic reconciliations and reports. Monitors and evaluates contracts.

Performs the work related to the procuring of goods and equipment.

Receipts money from other departments, customers, and clients. Analyzes financial transactions and records for propriety.

Codes invoices, procurement card statements, and cash receipts in a multi-accounting unit, activity based financial environment; finds and corrects any coding errors.

Assists with permit submittal intake and initial review.

Performs a variety of Accounts Payable (AP), Accounts Receivable (AR), procurement, inventory control, system maintenance, and data entry-oriented activities for the creation and upkeep of financial and program data.

Processes per diem and mileage reimbursement requests for Parks Advisory Board and Watershed Planning Commission members.

Manages, organizes, and works on special projects at the discretion of the Environmental Services and Parks Manager.

Assists in implementation of new techniques and technologies to enhance and improve procedures within the division and service to the customers.

Acts as the social media and web coordinator for Parks and Environmental Services, adding, editing, maintaining, and updating information on the Scott County website and media outlets.

Utilizes computer, including MS Office software and GIS, as well as unit specific software, for a variety of tasks where accuracy is required; provides technical assistance to other staff.

Assists with Environmental Services special projects such as well test kits.

Works the hours and/or shifts assigned and begins and ends work on time.

Performs other related duties as required or assigned.

Minimum Qualifications

Requires equivalency of high school graduation, one year of post-secondary education or training, and two years of progressively responsible experience in administrative support or similar. Knowledge of policies, planning, and management of water resources, parks, environmental science, or similar. Advanced level expertise in working with MS Office and social media is highly desired. Intermediate level experience working with Geographical Information Systems (GIS) and permit software applications is highly desired. Working knowledge of SharePoint, Adobe Creative Cloud are a plus. Mathematical abilities required for performing job duties. A reliable form of transportation for the performance of work responsibilities is required.

High level multi-tasking and well organized. Uses independent judgment when appropriate.

Preference given for a Bachelor's Degree in a related field and/or work experience in Parks, Water Resources, or Environmental Science.

Selection Process

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to the hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.

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