Office Assistant III

City of Saint Paul•Libraries-George Latimer Central Library, MN

1d•Hybrid

About The Position

The City of Saint Paul Libraries, Planning and Economic Development, Public Works, Police, and Parks and Recreation Departments are hiring Office Assistant III positions to perform complex clerical and word processing work that requires independent judgment. Information about the current vacancies: For more information and essential functions, see our job description. Planning and Economic Development (PED) - 1 vacancy Here's what you can expect to do: Providing customer outreach, database management, and other tasks that support the business customer and activities for the Business Resource Team (BRT). Backing up the HRA Recording Secretary, by entering information into Legistar, reading the agenda at live meetings, and attending HRA Agenda Review/Workplan meetings. Responding to business resources emails and calls; communicating with customers interested in business assistance; providing high-quality resources and referrals. Processing improvement actions and closing up service gaps to ensure customers are paired with the right staff person. Planning, designing, and executing all-staff meetings on a quarterly basis. Supporting the Economic Development Director with calendaring, managing internal and external guests, correspondence, and PowerPoint slide decks and project managers with various needs. Information Specific to the PED Position: PED requires employees to be in the office at least 24 hours per week, or 3 days in office. Location is at the City Hall Annex, 25 4th St. West, Saint Paul, MN 55102, floor 1300. Libraries - 1 vacancy Here’s what you can expect to do: Supporting library administration by providing front desk support, ordering office supplies, and sorting mail. Providing clerical support to library projects including entering purchasing requisitions, assisting with contracts management, and records retention. Assisting with cash receipt management and other financial processes as necessary. Information Specific to the Library Position: The Office Assistant III is responsible for supporting the Operations division of the Saint Paul Public Library. This position is located at the George Latimer Central Library (90 West 4th Street) and works Monday-Friday from 8:00-4:30. This position works remotely on Mondays and is expected to work in office Tuesday-Friday. Parks and Recreation Department/Como Park Zoo and Conservatory - 1 vacancy Here’s what you can expect to do: Providing office support which includes processing mail, campus technology (phones, copiers, shared technology), and handling uniform ordering. Handling the campus director's calendar, scheduling meetings, and taking minutes at meetings. Managing the contact list including the campus emergency contact list, radio call list, key card, fob, and key access, and annual parking passes. Supporting Human Resources functions including I9 review and verification, processing background checks, coordinating new employee onboarding, coordinating file management and security, and helping staff with Employee Self Service. Updating information in Global HR and Workforce Management systems. Submitting hiring requestions and purchasing orders. Scheduling, recording, and tracking annual trainings. Compiling weekly reports on campus accident and incidents. Information Specific to the Parks and Recreation Position: This position typically works from 8:00 to 4:30 p.m. Monday through Friday in the office. The work location is at the Como Park Zoo and Conservatory, 1315 Aida Place, Como, MN. Police - 2 vacancies: Western District and Police Headquarters/Human Resources unit Here’s what you can expect to do: Maintaining office operations by receiving and distributing communications (i.e. answer phones), collecting and mailing correspondence, and monitoring incoming emails and answer or forward as required. Interacting professionally and proficiently with community members, department personnel, and outside agencies. Updating and maintaining databases such as internal staff contact lists, personnel training records, and team personnel files. Producing current crime patterns/trends via GIS and assisting staff as needed with special projects. Producing monthly problem property stats and monthly stats on officers’ work assignments. Information Specific to the Police Positions: Positions start in the mornings ; start times are negotiable. No remote work available; positions work Monday-Friday in office. Free parking available on-site. The Western District position works at 389 Hamline Ave. N, Saint Paul, MN 55104. The Police Headquarters position works at 367 Grove Street, Saint Paul, MN 55101. Public Works - 1 vacancy Here’s what you can expect to do: Performing complex clerical and administration support duties including but not limited to accounts payable and various data entry tasks. Providing customer service and interact with vendors and various staff members. Answering phones for general inquires, including responding to customer or co-worker requests via phone and email. Processing invoices, billings, and cash receipts. Handling cash & credit cards from customers. Prioritizing assigned duties and complete task timelines with many interruptions. Information Specific to the Public Works Position: This position typically works from 6:45 a.m. to 3:15 p.m. Monday through Friday in the office. The work location is at the Asphalt Plant, 456 Burgess St, St Paul, MN 55117. No hybrid scheduling is available because employees are present to interact with customers.

Requirements

High school diploma or General Education Development certificate (GED) and four years of clerical/administrative experience, two years which must have been as an Office Assistant II, or equivalent.
Two years of post-high school education can be substituted for two years of clerical/administrative experience if the curriculum included course work related to the work performed by the Office or Executive Assistant classes.

Responsibilities

Providing customer outreach, database management, and other tasks that support the business customer and activities for the Business Resource Team (BRT).
Backing up the HRA Recording Secretary, by entering information into Legistar, reading the agenda at live meetings, and attending HRA Agenda Review/Workplan meetings.
Responding to business resources emails and calls; communicating with customers interested in business assistance; providing high-quality resources and referrals.
Processing improvement actions and closing up service gaps to ensure customers are paired with the right staff person.
Planning, designing, and executing all-staff meetings on a quarterly basis.
Supporting the Economic Development Director with calendaring, managing internal and external guests, correspondence, and PowerPoint slide decks and project managers with various needs.
Supporting library administration by providing front desk support, ordering office supplies, and sorting mail.
Providing clerical support to library projects including entering purchasing requisitions, assisting with contracts management, and records retention.
Assisting with cash receipt management and other financial processes as necessary.
Providing office support which includes processing mail, campus technology (phones, copiers, shared technology), and handling uniform ordering.
Handling the campus director's calendar, scheduling meetings, and taking minutes at meetings.
Managing the contact list including the campus emergency contact list, radio call list, key card, fob, and key access, and annual parking passes.
Supporting Human Resources functions including I9 review and verification, processing background checks, coordinating new employee onboarding, coordinating file management and security, and helping staff with Employee Self Service.
Updating information in Global HR and Workforce Management systems.
Submitting hiring requestions and purchasing orders.
Scheduling, recording, and tracking annual trainings.
Compiling weekly reports on campus accident and incidents.
Maintaining office operations by receiving and distributing communications (i.e. answer phones), collecting and mailing correspondence, and monitoring incoming emails and answer or forward as required.
Interacting professionally and proficiently with community members, department personnel, and outside agencies.
Updating and maintaining databases such as internal staff contact lists, personnel training records, and team personnel files.
Producing current crime patterns/trends via GIS and assisting staff as needed with special projects.
Producing monthly problem property stats and monthly stats on officers’ work assignments.
Performing complex clerical and administration support duties including but not limited to accounts payable and various data entry tasks.
Providing customer service and interact with vendors and various staff members.
Answering phones for general inquires, including responding to customer or co-worker requests via phone and email.
Processing invoices, billings, and cash receipts.
Handling cash & credit cards from customers.
Prioritizing assigned duties and complete task timelines with many interruptions.