Administrative Office Specialist (Program Technical Specialist) chez Metropolitan Council, MN

About the Department

We are committed to supporting a diverse workforce that reflects the communities we serve. 

How your work would contribute to our organization and the Twin Cities region: 

The Administrative Office Specialist is responsible for providing an executive level of administrative support to the Metropolitan Council Members, Regional Administrator Office leadership team. In addition, the Administrative Office Specialist supports the daily operations of the Regional Administration Office functions, including but not limited to Council meetings, scheduling, community engagement events and planning responsibilities, as well as finance and accounts payable. This position provides a high level of administrative support by independently completing complex administrative and technical tasks or actions associated with supporting the division directors and Council Members.

Position Duties

• Composes original correspondence not requiring the supervisor's personal attention, screens/processes/tracks correspondence, and develops agendas.
• Monitors and tracks budgets and expenditures.
• Prepares purchase requisitions and tracks approval processes for various purchase orders, change orders, amendments, pay requests, invoices, and order procurement/contract administration documents.
• Researches, compiles, and analyzes information, prepares statistics, writes/drafts reports, and prepares presentations for meetings.
• Creates procedures for complex or specialized functions, solves unusual problems, and may coordinate office moves and renovation.
• Answers non-routine and/or sensitive inquiries.
• Makes travel arrangements.
• Coordinates large and complex conferences/meetings/programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction.  Arranges for special room or equipment needs and/or multiple locations and individuals.
• Records meeting minutes, recognizing and identifying what information can be disseminated and to whom.
• Other related duties as assigned.

Minimum Qualifications

Any of the following combinations of completed education (degree field of study in Business Administration/Management, Public Administration, Communications, Finance, Accounting, or closely related field) and experience (providing complex administrative support to a large organization):

• High school diploma/GED with five years of experience
• Associate degree with three years of experience
• Bachelor's degree or higher with one year of experience

What additional skills and experience would be helpful in this job (desired qualifications):

• Experience providing significant support for projects, initiatives and/or for community engagement events (e.g., reserving multiple meeting rooms, managing audiovisual needs, planning catering, etc.).
• Experience working for public (e.g., government) officials, executives or leaders to provide administrative support while managing priorities to ensure deadlines are being met.
• Experience in finance, procurement and/or accounts payable processes.
• Experience using multiple software applications to complete work tasks.
• Experience handling confidential information with discretion and in accordance with Minnesota Data Practices Act.
• Experience promoting an equitable, positive, and respectful work environment that values culture and diversity among all employees

What knowledge, skills and abilities you should have within the first six months on the job:

• Ability to work for public officials or executives, including managing priorities and supporting needs.
• Knowledge of Council policies, procedures and organizational structure.
• Knowledge of systems such as scheduling, word processing, electronic filing, training and travel.
• Strong organizational and prioritization skills.
• Strong problem-solving skills.
• Skilled in Microsoft Office Suite software applications (Word, Outlook, Teams, etc.) and other software applications for managing Council Member and leadership staff needs.
• Ability to support public officials, senior and/or executive leaders.
• Ability to maintain a high level of confidentiality.
• Ability to identify and effectively communicate complex issues/problems with public officials, senior and/or executive leaders.
• Ability to independently determine the best solution for identified problems in consultation with appropriate individuals internally.

What you can expect from us:

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area. 
• We encourage our employees to develop their skills through on-site training and tuition reimbursement. 
• We provide a competitive salary, excellent benefits and a good work/life balance.

More about why you should join us!

Other Qualifications

Union/Grade: Non-Represented / Grade E
FLSA Status: Non-exempt
Safety Sensitive: No
 
What your work environment would be:
You would perform your work in a standard office setting. Work may sometimes require travel between your primary work site and other sites.
 
What steps the recruitment process involves:

1. We review your minimum qualifications. 
2. We rate your education and experience. 
3. We conduct a structured panel interview. 
4. We conduct a selection interview.

Once you have successfully completed the steps above, then:
 
If you are new to the Metropolitan Council, you must pass a background check which verifies education, employment, and criminal history.  A driving record check and/or physical may be conducted if applicable to the job.  If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.
 
If you are already an employee of the Metropolitan Council, you must pass a criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards.  A driving record check and/or physical may be conducted if applicable to the position.
 
IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.
 
The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. 

If you have a disability that requires accommodation during the selection process, please email [email protected].

Postuler maintenant