Administrative Specialist, Environmental Services Department

Position Objective 
To provide professional, technical, administrative support, and customer service to fulfill the office mission. This position is responsible for assisting in the coordination of appointed board and commission meetings, document management and records retention, and maintenance of the public record of decisions made by officials and the department as required by State statutes, laws and policies.
 
Essential Duties and Responsibilities 
These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.
 
1. Coordinates the work of commissions, boards, panels, and committees including scheduling of space, work orders, security, generation of meeting minutes, and distribution of public notices to ensure efficient operations and the accurate documentation and retention of proceedings.
2. Prepares agendas, notices, letters and meeting packet materials to provide effective and efficient administrative support. Maintains and updates website.
3. Attends evening board and commission meetings to provide administrative support. Performs broadcasting, webcasting, and video recordings ensuring information is available and accessible.
4. Composes, edits, notarizes and records legal proceedings and documents in accordance with state statutes and County policies and procedures.
5. Performs customer service and receptionist duties by responding to inquiries and disseminating information and forms to provide responsive customer service.
6. Processes applications and notices for licenses, permits, and registrations to ensure compliance with legal requirements and county policy.
7. Schedules and arranges conferences and meetings, maintains official notices and calendars, and assists with department communications to support the activities and training of staff and officials.
8. Creates and publishes media bulletins regarding committee and board activities.
9. Processes program licenses, customer payments, and records transactions.
10. Develops and maintains database programs to provide accurate, timely and accessible department information.
11. Develops, generates and composes various department lists, reports, letters, memos, emails, and visual and written informational materials.
12. Reviews and disseminates incoming and outgoing mail, faxes, emails and other materials.
13. Maintains filing systems and makes official copies of ordinances, affidavits of publication, permits, licenses, and public notices.
14. Submits and coordinates department work orders, IT service desk requests and vendor communications.
15.Processes and issues Shoreland Excavator licenses and Environmental Health renewal licenses and maintains electronic databases.
16. Provides technical support to department staff including the use of audiovisual equipment and various software applications.
17. Attends training and meetings to maintain knowledge of policy, software and process changes and assists in the coordination of new and existing software applications.
18. Attends work in a regular and timely manner.
19. Performs other duties as assigned or apparent.Minimum Qualifications
In order to be considered for this position, applicants must possess the following: 

• High School graduate or equivalent
• One year of post-secondary education and two years of administrative or clerical support experience OR four years of administrative or clerical support experience 
• Experience using Microsoft Office Outlook, Word, and Excel
• Reliable means of transportation to travel to multiple locations around Stearns County, some of which may not be accessible by public transportation
• Available for attendance at designated evening meetings
• Notary Public of the State of Minnesota or ability to obtain

 
Preferred Experience Beyond Minimum Qualifications:

• Recording and producing minutes
• Scheduling and coordinating meeting logistics
• Processing legal documents
• Customer service experience both in person and via the phone

Desirable Knowledge, Skills and Abilities
1. Knowledge of standard office practices, procedures and technology.
2. Knowledge of English grammar, punctuation, and vocabulary.
3. Knowledge and skill with Microsoft Office Suite.
4. Ability to organize and prioritize work in a timely manner.
5. Knowledge of programs and policies related to land use and environmental health.
6. Skilled in the use of information systems and filing systems.
7. Ability to work with material in a confidential manner.
8. Ability to prepare written and statistical reports.
9. Ability to respond to public inquiries in a professional, courteous, and helpful manner.
10. Ability to understand and follow oral and written instructions.
11. Ability to effectively communicate verbally and in writing.Accountabilities Shared By All Employees
1. Performs job responsibilities in a manner consistent with the County's mission and values.
2. Develops and maintains a thorough working knowledge of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
3. Develops respectful and cooperative working relationships with co-workers.
4. Informs immediate supervisor of all important matters pertaining to assigned job responsibilities.
5. Seeks opportunities for further personal growth and development.
6. Represents the County in a professional manner to all internal and external contacts when doing the County's business.
7. Complies with all rules and policies in order to maintain a safe work environment.
 
Work Environment and Physical Demands
The primary responsibilities for this position will be performed approximately 100% of the time indoors.  Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort. All employees are required to reside within the state of Minnesota. 
 
Extent of Supervision or Guidance Provided
Work is performed under the general supervision of the Environmental Services Director.

Responsibility for Public Contact
Frequent.Hours of Work
Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday; will include evening meetings of boards and commissions. Typically, evening meetings are twice per month and will vary in length from two to six hours.

Interview Date
If you are selected to be interviewed for this position, interviews will be held on Friday, May 16, 2025. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience. A job specific background check and/or physical, drug and psychological exam may be required before appointment.
 
If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.

Salary : $23 - $34