Job Description

Olmsted County has earned the 2023 Best Places to Work – Southeast Minnesota designation.

Minimum Qualifications of Education and Experience

Bachelor’s degree from an accredited college or university in Business Administration or related field and one (1) year of experience in a similar position as listed in the work functions

OR

Associate’s degree from and accredited college in business, administrative assistant or related field and three (3) years of experience in a similar position as listed in the work functions.

OR

Combination of education and experience equivalent to five (5) years of experience in a similar position as listed in the work functions.

Regular and reliable attendance is a necessary component of job/position. Individuals required to use County vehicles and equipment must have a valid driver’s license and be free of any major traffic violations for the last three (3) years.

Nature of Work

Under general supervision, provides supervisory administrative support to the Department/Division Directors of Public Works, Soil and Water Conservation District, Parks and Environmental Resources, carries out special projects, assists in handling internal communications and serves as a liaison to other departments. Creates and makes changes to department plans, policies and strategies as part of the management team; assists in the development of internal procedures and systems to increase the overall efficiency of the administration of service delivery. Supervises administrative support staff and oversees clerical programs, policies and procedures.

Examples of Work

• Researches, analyzes and provides relevant information and materials required to facilitate administrative management decisions and may make recommendations
• Recommends and authorizes hiring, transfer, suspension, promotion, discharge, assignments, rewards or discipline of employees, direction of the work and adjustment of other employees’ grievances on behalf of the employer
• Acts as liaison and department representative for other agencies and County departments
• Schedules, coordinates and facilitates meetings, conferences, and events. Creates/coordinates agendas and materials for the Department/Division Directors. Attends meetings with the Directors and keeps detailed records of meetings including minutes. Maintains calendars for senior management and makes travel arrangements as necessary
• Develops, recommends changes and implements efficiencies to internal policies and procedures to facilitate the functions of the departments
• Develops and maintains records, files, polices and manuals for the departments. Applies records retention and destruction procedures
• Creates correspondence, presentations, compiles reports and other communications on behalf of the Directors and/or departments
• Creates and makes changes to departments plans, policies and strategies
• Serves as the initial point of contact for non-routine inquiries from agencies, other departments, and members of the public requiring information or assistance from the departments
• Coordinates the purchasing of supplies and equipment. Evaluates invoices, approves payments and monitors budget expenditures
• Manages departments-specific data systems and programs
• Provides basic computer and office equipment technical support to departments users
• Serves on various committees and represents the department as assigned

Knowledge, Skills and Abilities Required

• Thorough knowledge of department programs, policies, procedures and nature of business
• Thorough knowledge of office practices, procedures and equipment
• Skill in the use of basic business math
• Skill in the preparation of correspondence and reports
• Skill in the use of computers and technology
• Skill in verbal and written communication
• Ability to understand and follow complex oral and written instructions
• Ability to perform moderately complex administrative tasks and to plan and organize work efficiently
• Ability to effectively relate to and communicate with a wide range of individuals
• Ability to effectively gather, analyze and explain information clearly, correctly and accurately
• Ability to make decisions in accordance with precedents and regulations and to apply these to work situations
• Ability to maintain complex records and to prepare detailed reports
• Ability to research and assess technological advances in office systems and record keeping
• Ability to maintain confidentiality
• Ability to work on multiple projects concurrently
• Ability to delegate tasks and responsibilities as needed
• Ability to supervise staff and conduct performance evaluations
• Ability to adapt to changing circumstances

Persons with disabilities: the above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 60,000 - 80,000.

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