Administrative Assistant

Why Minnetonka?
Supportive culture • Work-life fit• Well-being • Employee-focused • Make a difference
Our greatest asset are our people. City of Minnetonka employees work together to drive change and make a meaningful impact on the community. We support one another in our personal and professional lives. You can expect to make a difference because in Minnetonka you and your work matter.

Job Description

The Administrative Assistant provides essential administrative support with a focus on assisting with daily operations, managing office tasks, coordinating schedules, and supporting effective collaboration across the department. The ideal candidate is highly organized, proactive, and adaptable, with the ability to thrive in a fast-paced environment. They should be a problem-solver with strong attention to detail, capable of managing multiple priorities and making independent decisions. A high-functioning candidate will demonstrate exceptional communication skills, a strong sense of initiative, and the ability to work collaboratively while maintaining efficiency and confidentiality.

Duties/Responsibilities

• Provide essential administrative support to various teams within the department, including scheduling, managing correspondence, and organizing department documents.
• Collaborate with the administrative division on tasks and projects to enhance overall departmental efficiency.
• Communicate project updates, departmental needs, and important information to the team in a clear and professional manner.
• Coordinate meetings by preparing materials, managing logistics, and ensuring seamless set-up.
• Maintain and organize department files and records, ensuring accessibility, confidentiality, and accuracy.
• Support the planning and execution of department events, training sessions, and other activities as needed.
• Assist in monitoring department budgets, processing invoices, and managing purchases to ensure accurate financial tracking.
• Process and prioritize incoming and outgoing correspondence, ensuring timely responses and follow-ups.
• Oversee inventory management and timely ordering of supplies to meet department needs.
• Adapt to the department's evolving needs by taking on additional administrative tasks and projects when required.

Qualifications

Minimum Qualifications

• Commitment to the organization’s shared values.
• High School Diploma or GED (additional education preferred).
• 5 years of administrative support experience, with multitasking and team collaboration.
• 2 years of advanced experience using Microsoft Office.
• Demonstrated professionalism, confidentiality, and initiative in task management.
• Strong writing, editing, and proofreading skills with relevant work experience.
• Excellent oral communication skills for clear information relay.
• Proactive, adaptable, and able to support diverse departmental needs.

• Experience in a law enforcement or public safety environment.
• Proficiency with additional software tools or department-specific systems.

Additional Information

Knowledge of:

• Public safety operations and administrative processes.
• Basic budget tracking, invoice processing, and purchasing procedures.
• Record-keeping practices, including confidentiality standards and document management systems.
• Common office software and communication tools.
• Meeting coordination, including logistics, preparation, and material management.

• Clear and professional written and verbal communication.
• Prioritizing and managing multiple tasks simultaneously.
• Organizing and maintaining files, records, and supplies.
• Supporting various teams and departments with administrative tasks and project coordination.
• Drafting, distributing, and tracking memos, announcements, and other departmental communications.

• Adapt to changing departmental needs and take on additional tasks as required.
• Coordinate and manage schedules, meetings, and other logistics efficiently.
• Maintain high levels of organization and attention to detail.
• Handle sensitive information with confidentiality and professionalism.
• Collaborate effectively across departments and with the administrative division to support operations.

• Primarily office-based with occasional need to attend meetings or assist with department events.
• Requires sitting, standing, and occasional lifting of files or office equipment.
• Must be able to work with sensitive and confidential information with discretion.

Interview participants/schedule:

• April 9-10: Panel interview Round #1

• April 21-23: Panel interview Round #2

Not Sure You Meet All the Qualifications?
If this role interests you, but you’re unsure about meeting all the listed requirements, we encourage you to apply! Your unique experiences may be more relevant than you think, and we value both technical skills and diverse perspectives.

How to Apply:

Hiring Process:

• Open Job Posting: Requisition is open and accepting applications.
• Selection Process: Qualified applicants join a candidate pool. Hiring managers select candidates for interviews and/or assessments. You’ll be notified if selected.
• Pre-Employment Screening: This may include a driver's license, a criminal history background check, a drug test, a physical exam, a work assessment or simulation, and, if education-based, proof of qualifications.

Contact Us:
For position-related questions, email Katie Xiong at Kxiong@minnetonkamn.gov.

Veteran’s Preference:
Veterans can request preference under MN Statute 197.455 by submitting a DD214 with their application.

Equal Opportunity Employer:
The City of Minnetonka values diversity and does not discriminate based on race, color, creed, age, religion, national origin, marital status, disability, sex, sexual orientation, familial status, public assistance status, or other protected classes.

Visit our Benefits page for more information.