Administrative Assistant II

City of Maple Grove • Maple Grove 55369, MN

7d • Onsite

About The Position

The City of Maple Grove is seeking a motivated, customer-focused Administrative Assistant for its Fire Department. The role provides administrative and operational support to department leadership, managers, and staff, helping the department run efficiently and effectively. The position coordinates departmental activities, manages schedules and deadlines, and supports payroll, reporting, budgeting, onboarding, projects, and other department operations. It also serves as a resource to City staff, leadership, Council and Board members, external agencies, and the public. Employment is contingent upon successful completion of a background check and reference check, and City Council approval.

The position works in an office environment, with exposure to computer screens, close interaction with others, and frequent interruptions. Duties require prolonged sitting, general manual dexterity, adequate hearing, vision, and speech, and the ability to operate assigned equipment.

Requirements

• High school diploma or GED.
• Four years of increasingly responsible administrative experience.
• Knowledge of departmental procedures, policies, and rules.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of office procedures, methods, and computer equipment.
• Knowledge of business letter writing and report preparation.
• Ability to use First Due, Basecamp, Microsoft Office Suite, and ChatGPT/CoPilot.
• Ability to perform administrative tasks such as laying out and typing complex reports and PowerPoint presentations.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to establish and maintain positive working relationships with City staff and the public.
• Ability to type or word process at a speed necessary for successful job performance.
• Ability to interpret and explain departmental policies and procedures.
• Ability to work independently and prioritize work.
• Ability to identify and respond to issues, concerns, and needs.
• Ability to maintain confidentiality of information and records.
• Ability to maintain the audio-visual discrimination and perception needed for observations, reading, writing, and operating assigned equipment.
• Ability to make sound decisions, use good judgment, and demonstrate intellectual capabilities.
• An equivalent combination of education and experience closely related to the duties may be considered.

Nice To Haves

• Experience in the public sector or a nonprofit organization.
• Administrative Assistant experience with a Fire Department.
• Specialized training in administrative support skills or office administration.
• Advanced education in a related degree.
• Fluency in another language prevalent in the City of Maple Grove.
• Experience interacting effectively with people from diverse economic, social, and ethnic backgrounds in a variety of situations.

Responsibilities

• Provide high-level administrative and clerical support to department leadership and staff, including preparing correspondence, scheduling meetings, managing calendars, and coordinating departmental activities.
• Coordinate department-wide operational functions, including payroll, budgeting, financial reporting, and City Council agenda items and follow-up.
• Provide administrative support for multiple projects by coordinating timelines, meeting deadlines, facilitating workflows, and collaborating with other departments.
• Process and reconcile financial documents, including purchase orders, invoices, vouchers, and expenditures; research and resolve accounts payable discrepancies.
• Prepare, edit, and proofread documents, reports, agendas, meeting minutes, and other materials using established guidelines and procedures.
• Compile, organize, and analyze information from various sources; maintain databases and generate financial and operational reports.
• Serve as a resource to department staff, City leadership, Council and Board members, external agencies, and the public by interpreting policies, procedures, and departmental programs and resolving routine issues.
• Respond to inquiries, provide information, and troubleshoot concerns while delivering exceptional customer service.
• Safeguard confidential and sensitive information.
• Provide backup administrative support as needed and offer guidance and assistance to other administrative staff.
• Perform other related duties and responsibilities as required.

Benefits

• Competitive salaries.
• Medical and dental plans.
• Sick and vacation time.
• State-operated pension plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED