Administrative Assistant- Development Services (FT)

Salary: $26.35 - $32.94 Hourly

Location : Monticello, MN

Job Type: Full-time

Department: Community and Economic Development

Opening Date: 12/20/2024

Closing Date: 1/9/2025 11:59 PM Central

FLSA: Non-Exempt

Description Of Work

The City of Monticello is currently accepting applications for a full-time administrative assistant to support the Development Services department of the City of Monticello. Interviews are anticipated to take place in mid-January.

The City of Monticello offers an excellent benefits package including free single medical/dental coverage with a generous HSA contribution, immediate PTO, 12 paid holidays and a discounted membership to the Monticello Community Center.

General Statement of Duties: Performs semi-skilled to skilled administrative support work for the Community Development Director, Economic Development Manager, and Department of Building Safety & Code Enforcement; performs related duties as required.

Supervision Received: Works under the general supervision of the Community Development Director; receives regular work direction from the Economic Development Manager and Chief Building Official.

Supervision Exercised: None.

Typical Duties Performed

• Provides administrative support to the Development Services Department including but not limited to answering phones, providing information, scheduling meetings and meeting space, word processing and correspondence, preparing and/or editing spreadsheets and presentations, data-entry, copying, and emailing.
• Assists with preparation, review and posting of the Economic Development Authority, Industrial and Economic Development Committee and Planning Commission agenda packets and minutes and attends meetings as assigned.
• Prepares minutes for Planning Commission, IEDC and EDA meetings; assures the execution and retention of minute records.
• Assists with maintaining and scanning documents into a city-wide comprehensive data retention system including but not limited to administrative files, planning, zoning and topic files, economic development files, resolutions, minutes, staff reports, mylars, construction plans, site plans, etc.
• Maintains assigned sections of the city website and ensures current and relevant information on Development Services webpages.
• Provides primary backup support to the receptionist at City Hall, including permit issuance as requested.
• Assists in updating Community and Economic Development informational materials and published information sheets, including regulations, maps, checklists, brochures, calendars, and various permit forms.
• Provides support for the public hearing notice process including publishing, mailing, preparing affidavits and maintaining accurate records; ensures all required timelines are met.
• Assists in the execution, filing and recording of resolutions and ordinances related to Development Services activities.
• Prepares department meeting agenda and meeting summaries as needed.
• Processes land use permit fees and escrow payments as needed.
• Assists in assuring that planning and zoning application materials are properly received, dated, logged, and distributed.
• Coordinates posting, publication and posting of zoning and subdivision ordinances.
  
  

Assists with filing of email correspondence for Community Development Director and Economic Development Manager.

Coordinates Development Services file system hierarchy and records management.

Distributes prepared economic development prospect packets.

Prepares draft permits, easements and various deeds as directed, obtains appropriate signatures, records with the County, coordinates documents with City Attorney and title companies as directed, retrieves County records, and maintains related records.

• Assists the City Clerk with data requests as needed.
  
  

Provides back-up support for City audio-visual needs.

Assists with coordination and communication for various community engagement initiatives and city events as requested.

Knowledge, Skills And Abilities

• Considerable knowledge of city operations, policies, procedures, and practices.
• Considerable knowledge of the operation of office equipment, including personal computer and
  
  

word processing, spreadsheet, and database applications.

• Considerable knowledge of document preparation, including letters, memos, agenda items,
  
  

forms, permits, contracts, power point slides, specifications, reports, tables, graphs, etc.

• Considerable knowledge of records retention requirements.
• Working knowledge of effective customer service practices.
• Working knowledge of Adobe Suite and Laserfiche software.
• Considerable skill in using a personal computer, including Windows, word processing, spreadsheet, database, email, and Internet applications.
• Considerable ability to develop and maintain relationships and to communicate effectively both orally and in writing.
• Considerable ability to type and enter data with speed and accuracy.
• Considerable ability to maintain a comprehensive filing system.
• Considerable ability to work independently and as a member of a team.
• Considerable ability to organize and prioritize work and coordinate and track procedures and
  
  

processes.

Working ability to research and analyze data.

WORK ENVIRONMENT

• Duties are performed in a standard office environment.
  
  

PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THE JOB

• Sit or stand at a desk for extended periods of time and perform long hours of work at a computer.
• Hear and speak effectively to communicate in person or by phone with city staff and the public.
• Visual acuity to read computer screens and printed documents for long periods of time.
• Manual dexterity to type on a keyboard and use a computer mouse. Perform manual tasks such as handwriting and searching through documents.
• Office work may include reaching for documents and supplies, standing or kneeling to search through cabinets, fingering to find files, grasping documents, and repetitive motions such as typing and sorting.
• Required to lift and carry objects up to 20 pounds.
  
  

Minimum and Desirable Qualifications

Minimum Qualifications

Three years (3) of administrative support experience including record-keeping, considerable public contact, and regular use of a computer with standard office software.

Desired Qualifications

Administrative experience with land use records and/or government and legal records preferred.

The City of Monticello offers the following benefits to all regular full-time employees scheduled to 40 hours per week. Part-time benefits will vary. Details will be provided at time of interview.

• Paid Time Off (PTO)
• 12 Paid Holidays
• City Paid Medical and Dental- Available to dependents for a monthly premium.
• City Paid Employee, Spouse and Dependent Life Insurance
• City Paid Short-Term and Long-Term Disability
• Supplemental Coverage Options: Flexible Spending Accounts, Short-Term Disability, Cancer Coverage, Accident Coverage, Additional Life Coverage.
• Public Employees Retirement Association (PERA)- 6.5% Employee Contribution, 7.5% City Contribution; Deferred Compensation Option
• Tuition Reimbursement
• Discounted Community Center Memberships
  
  

01

How many years of professional administrative support experience do you have?

• None
• Some but less than 3 years
• 3-5 years
• 5 years
  
  

02

What is your highest level of education?

• High School diploma or GED
• Associate's degree
• Bachelor's degree
• None of the above
  
  

03

Select all areas below you have professional administrative experience and/or knowledge.

• Land use records and/or government or legal records
• Records retention
• Preparing meeting minutes or summaries
• Preparing PowerPoint presentations
• Website updates
• Preparing mailings
  
  

Required Question