Public Affairs Assistant/Receptionist

Metropolitan Mosquito Control•St. Paul, MN

3d•$24 - $36•Onsite

About The Position

The Metropolitan Mosquito Control District (MMCD) is seeking a full-time Public Affairs Assistant/Receptionist to serve as the first point of contact for the District. This role involves greeting visitors, answering questions, and directing people to appropriate resources. The position will also support MMCD Commission meetings by keeping minutes and compiling packets, and will work closely with managers and employees to provide support for internal operations. The MMCD was created in 1958 to promote health and wellbeing by protecting the public from disease and annoyance caused by mosquitoes, black flies, and ticks, in an environmentally sensitive manner. The District values integrity, trust, cooperation, respect, and competence, and envisions itself as the leading mosquito abatement district in the world. The organization is committed to teamwork, community, learning, and development.

Requirements

1 – 2 years post-high school education, or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Microsoft Office – Outlook, Teams, Word, Excel, OneDrive, Planner
Strong computer, clerical, reading, and communication skills
Decision-making ability
Organizational skills
Using standard office equipment, i.e., copiers, fax machine, etc.
Ability to prioritize and complete work projects timely.
Communicating, interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.
Maintaining accurate official records and meeting documentation.
Preparing clear, concise, and accurate meeting minutes.
Exercising discretion and maintaining confidentiality with sensitive information.
Interpreting and following established administrative policies and legal requirements.
Managing multiple priorities while meeting statutory and organizational deadlines.
Attention to detail and a high degree of accuracy.
Sedentary work, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.
Stooping, kneeling crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions on wet and uneven terrain.
Move and transport up to 50 pounds occasionally and/or use force frequently or constantly to manipulate, lift, carry, push, pull or otherwise move objects.
Bike riding.
Outdoor work and operation of District vehicles and equipment.
Exposure to moving mechanical parts, fumes, odors, dust, chemicals and extreme temperatures, intense noise.
Travel.
Requires license to operate a motor vehicle.

Nice To Haves

Experience or knowledge of mosquito abatement preferred but not necessary.
Customer service via phone and e-mail.
Web-based content management tools (i.e. Wordpress, Wiki, Squarespace, or similar)
Scheduling/managing multiple calendars
Report writing and editing
Customer Relationship Management software or contact databases

Responsibilities

Serve as the first point of contact for the District by greeting visitors, answering telephones, responding to emails, and directing inquiries to appropriate staff.
Enter, maintain, and retrieve resident inquiry information within the District's customer relationship management database.
Provide courteous, professional customer service while responding to questions from residents, elected officials, partner agencies, and the public.
Maintain communication between District offices and staff to ensure timely exchange of information.
Sort and distribute incoming mail and packages.
Stock and reorder office and boardroom supplies.
Assist with scheduling meeting rooms, District vehicles, and other shared resources.
Support internal operations by providing administrative assistance to managers and employees as needed.
Serve as administrative support to the MMCD Commission and Executive Committee.
Prepare Commission and committee meeting agendas, packets, and supporting materials for distribution.
Record, prepare, and maintain accurate minutes of Commission and committee meetings.
Maintain official Commission records and District documents in accordance with records retention requirements and District policies.
Support compliance with the Minnesota Open Meeting Law by assisting with meeting notices, agendas, minutes, and related documentation.
Assist in responding to requests for public information in accordance with the Minnesota Government Data Practices Act.
Exercise sound judgment in handling confidential, sensitive, and non-public information while maintaining appropriate confidentiality.
Manage meeting spaces, including scheduling, room setup, audiovisual needs, and refreshments.
Create and organize documents, spreadsheets, reports, and other administrative records.
Perform other administrative duties as assigned.
Support District public outreach, education, and communications initiatives.
Assist with planning and coordinating community events, presentations, and outreach activities.
Communicate with cities, counties, school districts, partner organizations, and community groups to coordinate outreach opportunities.
Update and maintain District website content, Wiki pages, and other digital communication platforms.
Assist with development and implementation of the District's social media strategy and content.
Draft, edit, and distribute public communications and informational materials.
Assist with preparation and publication of the District's Annual Report and other District publications.
Edit and revise documents for accessibility and compliance with accessibility standards.
Perform other duties as assigned.