Administrative Assistant (Program Technical Specialist)

Metropolitan Council•390 Robert St. N St. Paul, MN

5d•Hybrid

About The Position

This position provides the highest level of administrative support by independently completing complex administrative and technical tasks or actions associated with supporting the division, department, and C- Level Executives. The person in this position must have a high level of attention to detail, use sound judgment to interpret guidelines, maintain confidentiality and sensitivity, create and edit high-level meeting minutes, adapt procedures, and decide approaches to resolve specific problems. The ability to be flexible, ability to multi-task, and to be professional in stressful or deadline-oriented situations is important. This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin.

Requirements

High school diploma/GED and five (5) years of experience providing complex administrative support in a medium to large organization.
Associate degree and three (3) years of experience providing complex administrative support in a medium to large organization.
Bachelor's degree and one (1) year of experience providing complex administrative support in a medium to large organization.
Knowledge of department programs and operations.
Knowledge of Metropolitan Council meeting and event standards.
Ability to solve diverse problems using specialized standards or precedents.
Ability to effectively utilize MS Tools (Outlook, Word, Excel, OneDrive, SharePoint, and Teams) to manage daily tasks and communication.
Maintains a reliable approach to daily responsibilities, ensuring tasks are completed.
Ability to demonstrate accountability by taking ownership of tasks, decisions, and outcomes.
Ability to multitask /prioritize/manage competing priorities.
Strong communication skills (oral, written, verbal).
Comfortable working with all levels within the organization.

Nice To Haves

Proven experience in administrative support and information organization, with strong problem-solving skills and a high level of accuracy.
Experience performing under limited supervision.
Demonstrated experience in roles requiring the regular exercise of confidentiality, discretion, and sensitivity.
Experience in accommodating ad-hoc tasks and extending flexibility and professionalism in an environment characterized by peak workloads and demanding circumstances.
Experience using common administrative tools, including Microsoft 365 programs, Adobe Publisher, Mural, and Visio.
Experience proactively executing tasks in uncertain or evolving environments, rapidly learning new skills, and delivering high-quality outcomes for unique, non-recurring tasks.
Strong communication skills (oral, written, verbal).
Experience interacting and working with people, including all levels of internal and external customers and those with diverse backgrounds.

Responsibilities

Manage multiple Outlook calendars.
Create procedures for complex or specialized functions.
Answer non-routine and/or sensitive inquiries.
Coordinate large meetings, town halls, and conferences, including room and equipment needs, under minimal supervision.
Make travel arrangements.
Create meeting agendas and take minutes at meetings, tracking action items and responsibilities, and identifying what information should be disseminated and to whom.
Interact with internal employees, council members, and other public officials, exercising appropriate levels of discretion with each according to Council policies and professionalism standards.
Maintain oversight of department staffing in partnership with IS leaders, monitoring vacancies and budgeted headcount, facilitating staffing changes and requests, and coordinating with the staff acquisition team to track recruitments.
Use Visio to maintain org charts, and Microsoft products for office work (Teams, Outlook, Word, PowerPoint, etc.). Additional tools, including Adobe Publisher and Mural, to support reports and presentations.
Field queries from IS department members and route for resolution.
Coordinate and manage logistics for IS-related events, workshops, and training sessions, including booking venues, arranging catering, and preparing materials.
Maintain office supplies inventory, order necessary supplies using a P-card, and ensure the IS department is well-organized and efficient.
Assist with new employees' onboarding by submitting requests for laptops or other needs for new hires.
Distribute department mail and field inbound balls for IS Leaders.