Executive Assistant (to the Mayor & City Council)

The City of Bloomington is seeking an individual with strong organizational and time management skills to provide a wide range of professional and confidential administrative support to the Mayor, City Council, and Assistant City Manager of Internal Services, including coordination and publication of City Council agenda packets and preparation of meeting minutes. Requires attendance at evening meetings for the City Council. Must demonstrate attention to detail and the ability to prioritize work and successfully carry out responsibilities with minimal supervision.  Schedule requires position to work Monday evenings for City Council meetings and other special meetings that may take place on other nights of the week with the opportunity to flex schedule throughout the pay period or earn comp time for hours worked beyond a 40-hour work week. 

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.

• Ensures the effective and efficient operation of the City Manager’s Office by providing a high level of customer service and confidential executive support to the Mayor, City Councilmembers, and Assistant City Manager of Internal Services.
• Applies strong organizational skills to support the timely flow of information and appropriate follow-up on a wide variety of daily tasks and special projects for the Assistant City Manager of Internal Services.  
• Leads, coordinates and supports the agenda review process and compiling and publishing City Council agendas and supporting staff memos and documents (“the agenda packet”) using the City’s agenda management software. 
• Act as the single point of contact for the City’s agenda management software. 
• Assists staff from around the City in understanding the process, procedures, and timelines for placing items on the City Council agenda and complying with required follow-up steps. 
• Serves as a “super-user” of the City’s agenda management software, helping other users as needed. 
• Attends all City Council meetings and records votes, prepares and finalizes minutes for Council approval.
• Receives, routes, and responds to phone calls, emails, and letters from residents contacting the Mayor and City Council. 
• Maintains a weekly, monthly, and annual calendar of City Council meetings, ensuring proper notification of all regular, concurrent, and special meetings. 
• Gathers, coordinates, and submits data on behalf of elected officials to respond to requests for information under the MN Government Data Practices Act in an accurate and timely manner. 
• Responds to inquiries, requests, and complaints from members of the public, organizational partners, and City staff in an accurate, timely, and professional manner. 
• Registers elected officials and Assistant City Manager of Internal Services for training and conferences; arranges travel as needed. 
• Reconciles expense reports and purchasing card statements for the Mayor, City Councilmembers, and Assistant City Manager of Internal Services. 
• Performs common administrative support duties such as filing, copying, answering phones and email, opening and distributing mail, coding invoices, and ordering office supplies. 
• Prepares electronic meetings for City Council Meetings (Webex, Microsoft Teams, and Zoom) 
• Posts formal meeting notices per guidelines and Minnesota Statute
• Serves as a back-up to the Executive Assistant to the City Manager as needed

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Strong organizational, prioritization, and time management skills.
• Ability to multitask, pay attention to detail, balance competing demands, and prioritize work tasks.
• Ability to prioritize work and carry out responsibilities independently, with minimal supervision.
• Ability to work independently and take initiative to work independently. 
• Ability to take direction and communicate with staff at varying levels.
• Ability to follow numerous multi-step procedures and processes consistently and accurately.  
• Ability to maintain confidentiality; to act and share information with discretion. 
• Knowledge of and ability to operate standard office equipment, including computers, phones, and copiers.
• Ability to prepare written minutes & other documents that conform to the prescribed style & format with data & pictures.  
• Knowledge of and ability to apply proper English spelling, punctuation, and grammar.
• Ability to comprehend and communicate the City's policies, practices, and services to members of the public.  
• Ability to respond to inquiries or complaints from members of the public accurately and professionally. 
• Ability to work with the public in a friendly, tactful manner.  Ability to de-escalate situations involving angry or frustrated people.
• Ability to master the City’s agenda management software.
• Strong oral and written communication skills. Ability to read and effectively summarize material, accurately proofread written documents, and finalize drafts for distribution.
• Ability to apply good judgment, make appropriate decisions, and anticipate and initiate next steps.   
• Ability to maintain confidentiality; to act and share information with discretion.

MINIMUM QUALIFICATIONS 

• One of the following combinations of education and experience:
  • A high school diploma or equivalent AND at least six years of responsible administrative support experience.
  • An Associate’s degree or higher AND at least three years of responsible administrative support experience.
  • A Bachelor’s degree or higher AND at least one year of responsible administrative support experience.
• Experience compiling meeting materials, such as agendas, handouts, and supporting documents, and preparing detailed meeting minutes or notes.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.) and Adobe Acrobat. 
• Ability to consistently attend City Council meetings during evening hours on Mondays and occasionally other nights of the week for other meetings as needed.
• Ability to master electronic meeting formats (Webex, Microsoft Teams, and Zoom) 

DESIRABLE QUALIFICATIONS

• Administrative experience supporting elected officials/bodies, policy-making boards, and/or senior/executive leaders.
• Customer service experience handling resident/constituent inquiries by phone, email, or in person.
• Experience with and ability to organize, multi-task, and manage multiple calendars and competing priorities. 
• Familiarity with and knowledge of the Minnesota Opening Meeting Law and the Minnesota Government Data Practices Act.
• Experience providing excellent, respectful assistance to people from diverse racial, ethnic, and socioeconomic backgrounds and diverse life experiences. 
• Ability to de-escalate situations involving angry or frustrated people.
• Experience using and updating SharePoint Intranet sites and or pages. 

SUPERVISION OF OTHERS

This position does not supervise others.

Anticipated Hiring Range: $35.38 – $37.55 Hourly

2025 Full Salary Range: $35.38 – $47.18 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.

Salary : $35 - $47