Administrative Assistant to Police Administration

2 weeks ago

Minneapolis, United States City of Minneapolis Full time


Position Description

Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Enhance executive staff effectiveness by providing information, management support and performing confidential and administrative duties.

Salary

Anticipated starting salary range: $34.62-40.51/hour, depending on qualifications.

Work Location
This position currently works on-site only.

The City of Minneapolis does not sponsor applicants for work visas.
Job Duties and Responsibilities
  • Respond to and resolve administrative problems and issues for the executive team and Police Chief.
  • Lead and manage a variety of projects for the executive staff.
  • Maintain and log union grievances and may prepare grievance correspondence.
  • Develop and oversee the maintenance of complex filing and computerized record systems.
  • Answer inquiries, make appropriate referrals, interpret policies and procedures, set up meetings and handle complaints.
  • Maintain office supplies inventory; monitor stock to determine inventory level, anticipate needed supplies, evaluate new office products, place and expedite orders for supplies and verify receipt of supplies.
  • Coordinate office space for new hires and transfers.
  • Conduct on-boarding and off-boarding of support staff.
  • Research and develop equipment purchase proposals.
  • Manage Administrative Announcement newsletter and online database.
  • Process invoices for MPD hosted events and reconcile credit card purchases.
  • Coordinate and oversee all MPD promotional and award ceremonies.
  • Assist in planning and scheduling meetings, conferences, teleconferences and travel.
  • Assist executives by reading, researching and routing correspondence; drafting responses, letters, notifications, reports, contracts, memos and documents; collecting and analyzing information; initiating telecommunications.
  • Assist in the preparation of meeting arrangements for presentations to various groups and committees (video supplies, laptops, room reservations, food, etc.).
  • Assist with budget preparation, contract preparation, annual reports, special reports and other related administrative processes.
  • Welcome guests and customers by greeting them in person or on the telephone and answering or directing inquiries.
Working Conditions
Normal office environment
Required Qualifications

Minimum Education
High school diploma or equivalent

Minimum Experience
Three years of progressive related experience, to include providing support to multiple executives and administrative project coordination

Equivalency
An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Licenses/Certifications
None required

Selection Process
The selection process will consist of 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 thorough Minneapolis Police Department criminal background check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.

Drug and Alcohol Testing
All job applicants must pass a pre-employment drug and alcohol test once a conditional offer of employment has been made. Applicants will be required to sign a notification and consent form prior to undergoing drug and alcohol testing. Applicants who do not consent to undergo drug and alcohol testing will not be required to do so and the City will withdraw the conditional job offer, resulting in the job applicant no longer being considered for the position.

Union Representation
This position is not represented by a collective bargaining agreement. View the Civil Service Rules here.

Eligible List
The names of applicants who meet minimum qualifications 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 upon hire.

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
  • Ability to plan, prioritize and organize a diversified workload.
  • Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with stakeholders including staff, City Council and community members.
  • Excellent of level written and verbal communication skills.
  • Demonstrated proactive approach to problem-solving with strong decision-making ability.
  • Team player with the ability to also be effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

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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