Administrative Assistant - Administration

Open Position: Administrative Assistant - Administration                                                  Location: City of Willmar, MN

Job Type: FT 

Pay Range: $27.45 - $36.99/hour

Purpose Performs administrative and clerical work with primary responsibility for supporting the City Administrator, City Operations Director and Community Growth Director.  Also contacts or is contacted by individuals of all levels, regularly representing and acting on behalf of the City Administration.

Organizational Relationships 

Reports to: City Administrator

Communicates with: Internally - All department directors, City Attorney, other City employees, and Municipal Utilities personnel; Externally - Various state agencies and state legislators, many county departments, local business and community organizations, local schools and college, League of Minnesota Cities and Coalition of Greater MN Cities, contracted consultants, and local media.

ESSENTIAL FUNCTIONS

·        Assist in developing and monitoring administrative policies and procedures of the City; assist with development of operational plans.

·        Conduct, research, coordinate and prepare special reports.

·        Perform liaison activities between various departments within the City proper, the Municipal

Utility, Human Rights Commission, and assist City departments with program planning and evaluation.

·        Coordinate activities with the Mayor and Council as directed by the City Administrator.

·        Prepare Administrator’s correspondence, reports, agreements, etc.

·        Compose/design, edit, type and distribute reports, letters/memoranda and other documents; draft agreements, contracts and leases.

·        Assemble data, prepare accurate records/reports, and maintain physical and computer files.

·        Prepare ordinances and resolutions for Council meetings;

·        Compile and arrange items for Council and Committee meetings; prepare meeting minutes for various bodies such as the City Council, Human Rights and various other committees.

·        Keep records/minutes of all Committee/Board/Commission proceedings.

·        Provide routine information and assistance, respond to inquiries from employees and residents, receive and personally handle residents’ complaints or refer to the appropriate person.

·        Authorize and release information pertaining to topics such as City ordinances, Council actions   and City services.

·        Coordinate meetings, retreats and appointment schedules.

·        Requisition and purchase equipment, services and supplies.

·        Compile data for the annual budget, including but not limited to monitoring billing for supplies, equipment, meetings and retreats and authorizing expenditures.

·        Confer with Administrator to develop strategies on various projects; work with consultants to provide documents and information; assist in developing project schedules and make arrangements for meetings, facilities, and participants.  

·        Review and monitor proposals, agreements, and contracts.

·        Keep official records of the Elected Officials including terms: Board Members and Commission Members.

Other Duties and Responsibilities: In the City Clerk’s absence, prepare and deposit checks/cash receipts and prepare Council minutes when necessary. Performs other related duties as assigned or apparent.

Required Knowledge, Skills and Abilities

·        Knowledge of overall City structure and operations, policies and procedures, and ability to understand/use the municipal code and ordinances, the city charter, and applicable federal/state laws/rules/regulations.

·        Knowledge of City Council procedures, practices, and responsibilities.

·        Knowledge of business English, spelling, punctuation, and office practices/procedures.

·        Ability to compile/assemble data and prepare accurate records/reports.

·        Ability to understand and follow directions and written instructions.

·        Knowledge of city and state programs, mandates, and routines.

·        Skill in communicating verbally and in writing.

·        Skill in operating computer programs and office equipment.

·        Ability to plan and organize projects, schedules, and work activities.

·        Ability to work independently and with other departments.

Machines, tools, and equipment used:  Computer and printer, telephone, fax and copiers.

Working Conditions: 

Works in a typical office setting, sitting/standing for extended periods of time.  Works at computer and desk.  Use fines motor skills and performs repetitive movements and some lifting of object such as office supplies and files.  Uses near vision, hearing, and sense of touch.

Qualifications:

Associate’s degree from a technical or business college and/or four to eight years of previous secretarial/clerical experience, including executive-level support, with Microsoft Office experience.

How to Apply:

Please note that all applications should be received online via the City's website: www.willmarmn.gov

Under the Employment tab. Applications will be accepted through 1/15/2025 at 4:30 pm.

Salary : $27 - $37