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Position Description
As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose – serving the residents, businesses and visitors of Minneapolis.
Provide high-level clerical and administrative support in a division or department, working closely with the operational activities and/or providing technical assistance to staff. Coordinate, book, and reconcile internal travel and registration requests and employee travel reimbursement requests.
WORKING CONDITIONS
Normal office setting
Job Duties and Responsibilities
Provide support in the processing of correspondence, coordination & scheduling of meetings and processing of various other materials and reports.
Design forms that are used by a division or department.
Establish clerical procedures for various department or division activities.
Provide support for assigned committees and executives, including preparation of meeting agendas.
Attend meetings taking notes, minutes and may act as chair to keep agenda moving.
Contact other departments to gather information for operational activities and decisions – and passes information along to appropriate parties.
Perform special projects such as reviewing and updating or rewriting procedures, or performing detailed research on specific issues for supervisors.
Perform systems work utilizing higher-level knowledge – including preparation and modification of reports, verification of parameters, creation, modification, maintenance of tables and uploading, downloading and creating queries.
Coordinate and book travel requests including transportation, hotel and registrations, according to City and Department policies and procedures. Provide travel related reporting quarterly including costs incurred/other. Prepare employee travel reimbursement requests.
Perform weekly and monthly reconciliations of travel card and other related travel accounts.
Oversee all aspects of record-keeping and documentation activities for a division.
Respond to inquiries and requests for information from other City departments, agencies and the general public over the telephone and in-person.
Type and composes a variety of correspondence and documents including memos, letters, contracts, plans, specifications, etc.
Participate by providing support in Public Health Emergency Preparedness planning, training and response as needed when assigned to the Health and Family Support Department.
Required Qualifications
MINIMUM EDUCATION
High School Diploma or equivalent
MINIMUM EXPERIENCE
Three years of senior-level clerical experience
Travel coordination experience a plus
LICENSES/CERTIFICATIONS
None
REQUIRED ATTACHMENT: You must attach a resume to your application.
SELECTION PROCESS
The selection process will consist of one or more of the following steps: a rating of relevant education and experience and/or an oral examination (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.
BACKGROUND CHECK
The City has determined that a thorough Minneapolis Police Department criminal background check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.
UNION REPRESENTATION
This position is represented by a collective bargaining agreement between the City of Minneapolis and the American Federation of State, County, and Municipal Employees (AFSCME#9). For more information on the terms and conditions of this agreement please visit: https://www2.minneapolismn.gov/government/departments/hr/labor-agreements/afscme-general-unit/
INTERVIEW SELECTION
The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate’s education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.
ELIGIBLE LIST STATEMENT
The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire three months after it has been established.
Knowledge, Skills and Abilities
Considerable knowledge of departmental policies and procedures.
Considerable knowledge of the structure and operations of the department to which assigned.
Working knowledge of computers and the various software programs used in the department assigned.
Working knowledge of travel software.
Strong grammar, punctuation, and spelling skills.
Good oral and written communication, and customer service skills.
Ability to organize and prioritize workloads, work under pressure and meet deadlines.
Ability to work independently.
Ability to operate a personal computer.
Ability to attend work related meetings.
Benefits SummaryOur employees enjoy competitive salaries and generous benefits. We pride ourselves on a comprehensive benefits program that supports employees’ health and financial well-being.Programs, resources, and benefit eligibility varies based on position, average hours worked, location and length of service. For detailed benefits information, please visit the benefits page. New 12 weeks of paid Parental Leave.City employees are eligible for up to 12 weeks of paid parental leave in the event of a birth or placement for adoption of a child.InsuranceHealth insuranceEligibility for benefits begins the first of the month following employment date. The City of Minneapolis offers eligible employees one plan design with a choice of six provider networks, allowing you to select the best option for you. Available plans include Medica Choice Passport, Medica Elect, VantagePlus with Medica, Park Nicollet First with Medica, Ridgeview Community Network powered by Medica, and Clear Value with Medica.Dental insuranceThe City of Minneapolis offers dental insurance through Delta Dental of Minnesota and pays 100% of the monthly premium for eligible employees.BenefitsPaid time offOur generous leave package includes vacation, holidays and paid sick leave, which gives employees the opportunity to enhance their quality of life outside work. Amounts and accrual rates are based on years of experience and collective bargaining agreements.RetirementCity employees earn a pension and may choose to participate in additional retirement savings programs. Pension: The City of Minneapolis participates in the Public Employees Retirement Association (PERA). Employees and the City both contribute a percentage of your pay to fund future benefits. Deferred compensation: Employees may choose to participate in pre-tax or after-tax savings plans through the Minnesota State Retirement System (MSRS).TransportationEligible City employees may choose to participate in the following transportation programs: Metropass: The Metropass program allows eligible employees to enroll in a pass for unlimited bus or light rail rides at a discounted price. Parking or Van Pool: The City of Minneapolis Transportation Benefits Plan gives you options to pay certain commuting costs-such as qualified parking and van pool expenses-with pre-tax dollars.Learning and developmentTo engage and develop employees, the City of Minneapolis offers classes in leadership, cultural agility, change management and more. Additionally, educational discounts at Augsburg University, Hamline University and St. Mary’s University of Minnesota are available to City employees.Other perksEmployees can also take advantage of optional life insurance, flexible spending accounts, the Employee Assistance Program (Download PDF reader), technology discounts and more.
