What are the responsibilities and job description for the Administrative Specialist, Environmental Services Department position at Stearns County?
JOB
SALARY: Hiring Rate: $22.98/hourFull Range: $22.98-$33.72/hour Grade 12, Non-Exempt Position, Teamsters-General Unit Our Mission: "Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All" Our Values: Professional | Approachable | Responsive | Collaborative | Fair & EquitablePosition 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.
EXAMPLE OF DUTIES
Minimum QualificationsIn order to be considered for this position, applicants must possess the following: High School graduate or equivalentOne 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 ExcelReliable means of transportation to travel to multiple locations around Stearns County, some of which may not be accessible by public transportationAvailable for attendance at designated evening meetingsNotary Public of the State of Minnesota or ability to obtain Preferred Experience Beyond Minimum Qualifications: Recording and producing minutesScheduling and coordinating meeting logisticsProcessing legal documentsCustomer service experience both in person and via the phoneDesirable Knowledge, Skills and Abilities1. 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.
SUPPLEMENTAL INFORMATION
Hours of WorkNormal 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 DateIf 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: Hiring Rate: $22.98/hourFull Range: $22.98-$33.72/hour Grade 12, Non-Exempt Position, Teamsters-General Unit Our Mission: "Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All" Our Values: Professional | Approachable | Responsive | Collaborative | Fair & EquitablePosition 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.
EXAMPLE OF DUTIES
Minimum QualificationsIn order to be considered for this position, applicants must possess the following: High School graduate or equivalentOne 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 ExcelReliable means of transportation to travel to multiple locations around Stearns County, some of which may not be accessible by public transportationAvailable for attendance at designated evening meetingsNotary Public of the State of Minnesota or ability to obtain Preferred Experience Beyond Minimum Qualifications: Recording and producing minutesScheduling and coordinating meeting logisticsProcessing legal documentsCustomer service experience both in person and via the phoneDesirable Knowledge, Skills and Abilities1. 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.
SUPPLEMENTAL INFORMATION
Hours of WorkNormal 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 DateIf 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
