Program Assistant, Non-Supervisory

Position Description

In a non-supervisory capacity participate in clerical, technical, and administrative work for a Division or Department, relieving executives and professional staff of routine work, or provide support to specific programs and activities ensuring efficient operation.

Work Location: This position currently works on-site only.

• M-F 3:00 PM - 11:30 PM
  

Job Duties and Responsibilities

• Assist with routine administrative detail in the absence of the supervisor.
• Interpret policies and handle requests for technical information on functions and procedures of the assigned department.
• Act as a liaison with other agencies, attorneys and administrators.
• Perform research, evaluation and analysis.
• Prepare presentations as required.
• Assist with the production of publications and newsletters, contracts and other important correspondence.
• May process personnel matters for the division or department.
• Establish and maintain records, clerical procedures, forms, etc.
• Represent the division/department head at meetings.
• Take and transcribe meeting minutes.
• Schedule and organize meetings for assigned executive staff.
• Supervise and/or participate in complex record keeping, including developing policies for the records.
• Assist in the preparation of the budget and other financial records.
• Supervise and/or maintain important program tables and database information on computers.
• May, under supervision act as a coordinator for specific projects or programs.
• Answer telephones and two way-radio calls from Traffic Control personnel and 911. dispatchers.
• Managing the service expectations provided by Police, Fire, EMS and 311.
• Monitor and dispatch 311 complaints to Traffic Control agents in the field according to their respective assigned area.
• Receiving and relaying complex information or incidents to the Field supervisors and managers.
• Other duties as assigned.

Working Conditions: Normal office setting.

Resume and Cover Letter preferred.

Required Qualifications

Minimum Qualifications:
Post High School education or equivalent.

Minimum Experience:
Three years of related work experience.

Equivalency:
An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Desirable Qualifications -- Language:
Bilingual skills in Spanish, Somali, Amharic, Oromo, Hmong, Vietnamese and/or Lao.

Desirable Qualifications -- Cultural competency:
Ability to relate and work effectively with people from diverse cultural, economic and ethnic backgrounds.

Selection Process:
The selection process will consist of one or more of the following steps: a rating of relevant education and experience. 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 criminal background check and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.

Union Representation:
This position is represented by a collective bargaining agreement between the City of Minneapolis and the Minneapolis Professional Employees Association (MPEA) . For more information on the terms and conditions of this agreement please visit: Professional Employees - City of Minneapolis (minneapolismn.gov)

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 one month after it has been established.

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.

Knowledge, Skills and Abilities

• Considerable knowledge of modern office practices, clerical and administrative procedures and equipment.
• Considerable knowledge of the techniques of gathering, compiling and analyzing data.
• Considerable knowledge of departmental or division policies and procedures.
• Good working knowledge of computers.
• Good oral and written communication skills.
• Good keyboarding skills.
• Ability to maintain good working relationships with a diverse population.
• Ability to take and transcribe minutes of meetings and compose correspondence, reports, brochures, etc.
• Ability to organize, prioritize and supervise the work of subordinates.
• May require strong supervisory skills.
• May require considerable knowledge of accounting procedures and process used in the City.
• Good knowledge of modern record keeping and database practices, including complex filing operations.

Benefits Summary
Our 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.

Insurance
Health insurance
Eligibility 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 and HealthPartners Medical Group First with Medica, Ridgeview Community Network powered by Medica, and Clear Value with Medica.

Dental insurance
The City of Minneapolis offers dental insurance through Delta Dental of Minnesota and pays 100% of the monthly premium for eligible employees.

Benefits
Paid time off
Our 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 .

Retirement
City 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).

Transportation
Eligible 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 development
To 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, St. Catherine’s, and St. Mary's University of Minnesota are available to City employees.

Other perks
Employees can also take advantage of optional life insurance, flexible spending accounts, the Employee Assistance Program , health club discounts and more.

Closing Date/Time: 9/30/2024 11:59 PM Central

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