Administrative Assistant (Community Development)

Primary Objective

The City of Bloomington is seeking an individual to provide a wide range of professional and confidential administrative support for the Director of Community Development (CD). Responsibilities include standard administrative support duties, as well as assistance with special projects.

CITY VALUES & EXPECTATIONS

• Models and contributes to a positive work environment, culture of communication, engagement and safety
• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
• Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly
  
  

Examples of Duties

• Performs standard administrative support duties such as filing, copying, answering phones and email, opening and distributing mail, coding invoices, ordering office supplies, scheduling meetings, and arranging for travel.
• Coordinates special projects and process/policy improvements for the Community Development Department.
• Serves as the CD department representative on multi-department committees, as needed.
• Assists the CD director and other CD managers and supervisors with the hiring process and onboarding and offboarding CD staff.
• Assists with development and monitoring of annual operating budgets for the Department and its various Divisions. Creates and updates spreadsheets, prepares reports and Power Point presentations as directed, and coordinates the flow of a large volume of incoming and outgoing information.
• Assists with the preparation and submittal of departmental staff reports and agenda items for City Council meetings and study sessions, using the City's agenda management software.
• Provides back-up assistance to other CD staff who produce public meeting packets, which may include the Port Authority, Housing and Redevelopment Authority, Planning Commission, and/or Creative Placemaking Commission or other public meetings.
• Schedules and coordinates departmental meetings, events and activities and assists other staff in the delivery of public meetings and events, as needed. Sends meeting invites and calendar updates, reserves and sets-up meeting rooms, orders food, assists with registrations, aids during the events, etc.
• Ensures departmental contracts and agreements move through the City's workflow and approval process in accordance with established deadlines. Obtains the appropriate signatures and ensures proper distribution and filing of final documents.
• Supports departmental staff by maintaining staff memberships in state and national associations, ordering and organizing office supplies, ordering City logo clothing, and serving as a liaison to other City departments, such as facilities and IT.
• Completes training registrations and arranges associated travel for the Director of Community Development and other staff, as needed. Arranges for travel approvals, eligible per diem payments and/or reimbursements in accordance with City policy.
• Opens, sorts, and prioritizes incoming correspondence for the Director Community Development. Drafts, proof-reads and/or edits outgoing correspondence as directed.
• Codes invoices for payment and routes for necessary approvals. Ensures monthly statements for staff's purchasing cards (p-cards) have the required documentation and appropriate approvals.
• Receives and routes incoming telephone calls, emails and visitors. Answers questions and provides helpful and accurate information to members of the public and other City employees or refers inquiries to the appropriate source for action.
• Maintains departmental records and files to comply with City retention schedules and to ensure accessibility of information as required. Coordinates the Department's response to official records requests, with guidance from the City Clerk and City Attorney's offices.
• Works occasional evening and weekend hours to assist with public meetings or events.
• Performs other related duties as apparent or assigned.
  
  

Knowledge, Skills, & Abilities Required

• Ability to prioritize work and successfully carry out responsibilities with minimal supervision.
• Ability to maintain a high level of integrity and ethical performance at all times.
• Ability to demonstrate good judgement and maintain confidentiality.
• Ability to communicate effectively and respectfully, both orally and in writing.
• Strong organizational skills and attention to detail.
• Exceptional customer service skills and a positive, professional attitude.
• Ability to establish and maintain positive, professional working relationships with co-workers and supervisors.
• Ability to work with the public in a friendly, tactful manner.
• Knowledge of and ability to operate common office equipment including computers, phones, and copiers.
• Ability to accurately maintain alphabetical, numerical and statistical files and records.
• Ability to write and type routine reports and correspondence, that conform to prescribed style and format.
• Knowledge of and ability to apply proper English grammar, spelling and punctuation.
• Ability to define problems, collect data, establish facts, draw valid conclusions and refer the problem to the appropriate resource.
• Ability to comprehend and communicate policies, practices and services of the Community Development Department to co-workers and members of the public.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the public in an accurate and professional manner.
• Ability to coordinate and/or assist with special projects, as assigned.
  
  

Minimum/Desirable Qualifications

MINIMUM QUALIFICATIONS

• Two year degree from a college or technical school in a related field plus two years of responsible office/administrative support experience or equivalent combination of education and experience closely related to the position.
• Excellent skills with Microsoft Office products, and the ability to learn specific software programs utilized by the Department, including hiring and agenda management programs.
  
  

Desirable Qualifications

• Knowledge of standard municipal operations, including the MN Data Practices Act, the Open Meeting Law and records retention schedules.
• Knowledge of or experience in the field of Community Development.
  
  

Supplemental Information

Supervision Of Others

This position does not supervise others.

Anticipated Hiring Range: $3 3 . 19 – $3 5 . 2 0 Hourly

2024 Full Salary Range: $33.19 – $44.23 Hourly

Full Time; Non-Exempt; Non-Union; Benefits Eligible

The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change

Benefits

Benefits for regular, full-time employees of the City of Bloomington (with the exception of 24 hour firefighters and 24 hour fire fighter/paramedics) include the following:

• 10 days paid vacation per year
• 13 days paid personal leave per year
• 13 paid holidays per year
• 12 weeks paid parental leave
• Employee health and dental insurance
• Paid employee life insurance
• Paid employee disability insurance
• Employer/employee paid pension
• Deferred compensation
• Tuition assistance program
• Health club membership reimbursement
• Flexible spending account
• Employee Assistance Program
• Other optional benefits
• Great suburban location, on bus line
• Free employee parking
• (Union contracts may vary from the above list.)
  
  

01

The City of Bloomington (City) is asking you to supply information (data) as part of your application for employment with the City. The Minnesota Government Data Practices Act (MGDPA) classifies this data as private data about you. The law does not require you to provide the data and there is no legal consequence for refusing to provide the data. However, if you do not provide the requested data, the City may not have enough information to consider your application and you may not move forward in the selection process. If you do provide the data, City employees and its agents may have access to your private data if their work assignments reasonably require access. The hiring manager or supervisor, human resources employees, and members of an interview panel, which may include non-City employees, will have access to some of your private data during the application and selection process. State or federal law or a court order may allow others to have access to your data also. The City will not disclose any of your private data to any member of the general public without your permission. The MGDPA classifies the following information as public data about applicants: veteran status, relevant test scores, rank on eligible list, job history, education and training, and work availability. If you are a finalist for the position, your name is also public. A "finalist" is a person the City selects for an interview. Do you agree to supply the data the City is requesting as part of your application for employment?

• Yes
• No
  
  

02

I understand that in order for my application to receive every consideration in the selection process, I must complete the following supplemental questionnaire completely for this position. Attaching a resume is NOT a substitute for completing an answer. If a question is answered by the statement "See Resume", the question will be treated as if there is no answer. The information I provide will be reviewed and used to determine my eligibility to move forward in the selection process. Unanswered questions, incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. If the supplemental question is not applicable to you, please indicate N/A.

I have read and understand the above instructions regarding supplemental questions.

• Yes
• No
  
  

03

This is a reminder that you should check your Spam/Junk folder as emails from the City of Bloomington might end up being received in those folders and not your inbox. Please note that the City won't send out communications until after the job posting has officially closed unless the posting clearly states otherwise. Please acknowledge that you have read and understood this informational message.

• Yes
• No
  
  

04

Did you read and review the Working Conditions and Physical Demands checklist and the Remote Work availability? Once you click on the link

• Yes
• No
  
  

05

Please indicate your highest level of education completed.

• High School or Equivalent
• Two-year degree from a college or technical school in a related field
• Bachelor's Degree, or higher, in a related field
• Not Applicable
  
  

06

If you indicated you have post-secondary education, please summarize coursework or list degree earned, area of study, name of institution and dates you attended. If not applicable to you, indicate N/A.

07

How many years do you have of office/administrative experience or equivalent combination of education and experience closely related to the position?

• Less than 2 Years
• 2 Years
• 3-4 Years
• 5 Years
• Not Applicable
  
  

08

If you indicated you have work experience in office/administrative or equivalent combination of education and experience, please summarize your experience including Job Title, place of employment, and relevant job duties. If not applicable, indicate N/A.

09

Please indicate which of the following Microsoft Software you are skilled in utilizing:

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• None of the above
  
  

10

Please describe an example of how you used a Microsoft software product (i.e. Excel, PowerPoint, Word, or Outlook) to make a task more efficient or effective. If not applicable, indicate N/A.

11

Do you possess knowledge of standard municipal operations, including the MN Data Practices Act, the Open Meeting Law and records retention schedules?

• Yes
• No
  
  

12

Do you possess knowledge of or experience in the field of Community Development?

• Yes
• No
  
  

13

What is the most complex assignment you have undertaken in a support role? Include what your specific responsibilities were, the process you followed, and the outcome. If not applicable, indicate N/A.

14

Do you possess experience in coordinating special projects and process/policy improvements?

• Yes
• No
  
  

15

If you indicated you have work experience in coordinating special projects and process/policy improvements, please summarize your experience including Job Title, place of employment, and relevant job duties. If not applicable, indicate N/A.

16

Do you possess experience in preparing and coordinating the flow of a large volume of incoming and outgoing information (i.e. spreadsheets, reports, PowerPoint presentation)?

• Yes
• No
  
  

17

If you indicated you have work experience in preparing and coordinating the flow of a large volume of incoming and outgoing information, please summarize your experience including Job Title, place of employment, and relevant job duties. If not applicable, indicate N/A.

18

Do you possess experience in scheduling and coordinating large group meetings, events and activities?

• Yes
• No
  
  

19

If you indicated you have work experience in scheduling and coordinating departmental meetings, events and activities, please summarize your experience including Job Title, place of employment, and relevant job duties. If not applicable, indicate N/A.

20

Do you possess availability in working occasional evening and weekend hours to assist with public meetings or events?

• Yes
• No
  
  

21

Do you fluently speak a second language, in addition to English, that has a recognized presence in the community? Recognized prevalent languages in the City of Bloomington are Spanish, Somali, Vietnamese, Chinese Mandarin, and Cambodian [Khmer]. Fluent means you can sustain a conversation, demonstrate intelligible pronunciation which doesn't interfere with understanding, and communicate at informal and some formal levels.

• Spanish - FLUENT
• Somali - FLUENT
• Vietnamese - FLUENT
• Chinese Mandarin - FLUENT
• Cambodian [Khmer] - FLUENT
• I am not FLUENT in those languages or I am FLUENT in another language
  
  

22

If you indicated you speak a language other than English that you are FLUENT in, please list the language(s) and years spoken. If not applicable, please indicate N/A.

23

This Question Is To Determine Your Status As a Veteran Under The Veteran's Preference Statute, Minnesota Statutes, 43A.11. Please Check The Statement Below Which Best Describes Your Current Veteran's Status

• I am not a Veteran
• I am a Veteran who served more than 180 consecutive days and received an Honorable Discharge or Separation
• I am the spouse of a deceased Veteran who served more than 180 consecutive days and received an Honorable Discharge or Separation
• I am a disabled Veteran who served more than 180 consecutive days and received an Honorable Discharge or Separation
• I am the spouse of a disabled Veteran who served more than 180 consecutive days and received an Honorable Discharge or Separation and is unable to use the preference due to the disability
  
  

24

If you are a Veteran and achieve the minimum passing rating, do you wish to apply your veteran's preference bonus points? If you answer yes, you MUST complete the City of Bloomington's Veteran Preference Questionnaire (

• Yes
• No
• Not Applicable
  
  

Required Question