Community Services Administrative Assistant

CITY OF NORTH ST PAUL•North Saint Paul, MN

6d•$30 - $40•Onsite

About The Position

Provides primary general customer service and department-wide administrative support, with emphasis on Arts and Culture, resident communications, transactions, records, reporting, public information, and coordination of shared office systems. Demonstrates ingenuity, service excellence, and integrity expected from all City staff as defined by our core values and code of conduct. Develops and maintains a thorough working knowledge of City policies and procedures to help facilitate compliance with such policies and procedures. Exhibits respectful and cooperative relationships with coworkers, City management, City Council, the general public, consultants and contractors. Serves as an integral part of the Department team.

Requirements

High school diploma or equivalent.
Two years of progressively responsible office administration and public-facing customer service experience, or an equivalent combination of education and experience.
Proficiency with standard office software and administrative procedures.
Strong communication, organization, customer service, and records-management skills.
Ability to manage multiple priorities and maintain accurate records.
Ability to learn and use municipal software and productivity systems, including SharePoint, OpenGov, CivicRec, payment systems, website tools, printers, scanners, and plotters.
High level of organizational skills, maintain confidentiality, exercise sound judgment, and manage frequent interruptions.
Ability to explain processes without providing technical or policy determinations outside the position's authority and to route those matters appropriately.
Ability to read and interpret documents, correspondence and procedural manuals, City policies, ordinances and contracts, and state statutes.
Ability to use grammar and spelling to effectively communicate orally and in writing.
Ability to effectively present information and respond to questions from employees, supervisors, the general public, and elected officials using courtesy, tact, and judgement.
Ability to make arithmetic computations using whole numbers, fractions, and decimals.
Ability to compute rates, ratios, and percentages.
Ability to solve and deal with practical problems.
Ability to interpret a variety of instructions in written, oral or other forms.

Nice To Haves

Previous experience working in a municipal or other public-sector environment.
Experience with records management, document retention, or related administrative systems.
Eligibility for or possession of a Minnesota Notary Public commission.
Experience using specialized administrative or public-facing software applications.

Responsibilities

Serve as the primary point of contact for department phone calls, general email inquiries, and walk-up customers; route technical matters to the appropriate staff member.
Serve as the primary administrative contact for Arts and Culture programming and resident inquiries.
Under the current commission structure, serve as staff liaison to the Arts and Culture Commission; prepare meeting agendas and minutes; record proceedings; maintain electronic records; and attend meetings.
Attends monthly Arts and Culture Commission meetings, assist with Arts and Culture events and related grant applications, administration, tracking, and reporting.
Process and reconcile payments and refunds for permits, licenses, park rentals, and other departmental transactions in accordance with City procedures.
Processes mobile food vendor license applications, special event permit applications and drafts related city council reports and resolutions.
Prepare monthly and annual permit reports and assist with the preparation of the department's annual report.
Assist in maintaining accurate department information on the City website.
Prepare routine public-facing materials, including Public Works door hangers, mailings, City Hall closure signs, and other notices.
Print and scan maps using the plotter and provide general document-production support.
Maintain physical and electronic filing systems consistent with adopted records-retention schedules and process assigned data requests.
Participate as a member of the Safety Committee.
Serves as Notary Public.
Provide backup administrative coverage and perform other related duties consistent with the position's purpose and classification.