Administrative Specialist - Apple Valley, United States - Dakota County, MN

Description

Salary: See Position Description

Location : Apple Valley, MN

Job Type: Full-Time

Job Number: 1110-SS

Department: Social Services

Opening Date: 04/30/2024

Closing Date: 5/14/2024 4:30 PM Central

General Description

POSTING TYPE: Open Competitive
DEPARTMENT: Social Services
HOURS: Full-time
PREFERRED HIRING RANGE: $53,925 - $60,666/annually (Salary Grade 106)
FULL SALARY RANGE: $53,925 - $84,258
LOCATION: Hybrid; telework (~3 days/week); in person at the Western Service Center, Apple Valley, MN (~2 days/week); schedule subject to change
UNION: AFSCME 306
CLOSE DATE: Open until 4:30 p.m. on 5/14/2024

Come join us at Dakota County and "Be more". Dakota County employs over 2,000 skilled individuals whose talents and contributions makes Dakota County a premier place to live and work. The work County government does is unique. Dakota County offers important careers - the kind of careers that make a difference in people's lives.

Dakota County welcomes and is inclusive of diverse people, backgrounds, and perspectives. The County aims to reflect the community and clients it serves and fosters an equitable and respectful working environment where everyone is empowered to be their authentic selves.

The Administrative Specialist provides executive level support to the department Director or Deputy Director or Operations Manager including scheduling, correspondence, documentation, and event planning. Supports governmental committees as the liaison on behalf of the department. Performs skilled and responsible project management and administrative functions. Provides various advanced office administrative services at the executive and department level preparing reports and presentations, coordinating departmental events, training activities and management initiatives. Handles highly confidential personnel actions and benefits issues. Coordinates implementation of administrative department/division/county initiatives.

SELECTION PROCESS

• You submit an online application that includes supplemental questions
• We assign you a score based on your qualifications
• Top scoring candidates are referred to the hiring manager for interview consideration
• There will be two rounds of in-person interviews mid-May at our Western Service in Apple Valley. First-round interviews will identify candidates that will be invited back for a second-round interview.
• We conduct background and reference checks before hiring.

Minimum Qualifications

NEED TO HAVE:

• Associate Degree in Administrative Support or in a business related field AND
• Two years of progressively responsible office or administrative experience

OR

• High School graduate or equivalent (G.E.D.) AND
• Minimum one year of specialized office administrative training AND
• Three years of progressively responsible office or administrative experience

OR

• An equivalent combination of education and experience.

NICE TO HAVE:

• Typing ability of 60 wpm
• Outlook, Publisher, Visio, SharePoint Online, DocuSign, Adobe, Word, and PowerPoint skills

Duties & Responsibilities

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

1. Provides administrative support to members of the Management Team, including director, deputy directors, and managers.
2. Manages assigned administrative information by tracking, updating, compiling, and preparing reports.
3. Coordinates implementation of various county, division, and/or department initiatives, including development of training curriculum, conducting training sessions, representing the department on steering committees, serving as liaisons to appropriate departments.
4. Assists with developing internal work methods, establishing new procedures to facilitate infrastructure needs, and by participating as a team member.
5. Provides communication services, including phone calling and screening, emailing, or personal discussion with people to give and gather information as requested.
6. Acts as a liaison to other county departments for personnel, benefits, and purchasing functions.
7. Provides coordination and support of department special events, projects, and trainings. This may include planning and developing materials, producing handouts, arrange facilities and equipment, schedule speakers, catering, registration, invitations, tracking specific information, and mailings. Researches and organizes activities for events and purchase items as needed.
8. Performs other duties and functions assigned by the management team to support department functionality such as, but not limited to preparation and management of department-wide and community committee minutes and agendas, and oversight of staff development and training plans.
9. Demonstrates a commitment to support cultural diversity County wide, actively supports the County's diversity initiatives, and works to address the needs of diverse and underrepresented communities.
10. Other duties and tasks as assigned.

ESSENTIAL FUNCTIONS: 1-9
Knowledge, Skills & Abilities and Work Environment

These are the competencies for the role. Candidates must possess most but are not required to have all. Training may be provided.

Required at time of hire:

• Ability to work effectively and diplomatically across all levels of the organization and with external partners.

• Ability to exercise initiative, discretion, trust and independent judgment.

• Ability to preserve confidentiality of sensitive materials and/or information.

• Skills and experience with Microsoft Office software and ability to operate personal computer equipment and peripherals.

• Demonstrates an understanding of and respect for the diversity of customers, co-workers, and supervisors, including individuals with a disability or whose first language may be other than English.

• Ability to organize and reprioritize effectively.

• Ability to communicate- acknowledge assigned tasks, provide updates as to the progress of completion, and notify individuals when tasks have been completed.

Demonstrated within 6-month probationary period:

• Knowledge of governmental organizations, administrative procedures, and operations.

• Skilled in tracking and evaluating processes and systems.

• Comprehensive knowledge of general office procedures, practices, and equipment.

• Knowledge of research techniques and basic evaluation, statistical analysis, systems analysis, and accounting principles.

WORK ENVIRONMENT: Work is performed within a County office building. Travel may be required for some positions. Lifting requirement of up to 20 pounds on an occasional basis. Frequent wrist and finger manipulation due to computer work, filing, compiling, or calculating. Equipment used may include, but is not limited to, computer, printer, scanner, peripherals, calculator, typewriter, telephone, Dictaphone, and copy and fax machines.

WHO ARE WE
Dakota County is Minnesota's third largest county and home to more than 400,000 residents. Our motto is "Be More" and we strive every day to achieve excellence public service, with a focus on four values: Service, Integrity, People, and Innovation.

Dakota County Employee Relations

Main Number contact 8 a.m. - 4:30 p.m. Monday - Friday)

Visit our Benefits site for more information.

01

*******Applicants for this recruitment will be rated based on their answers to the supplemental questions listed below and application materials. It is IMPERATIVE that information provided on the application and resume are detailed and clearly outline your work experience & skills. They must also support and/or match answers to the supplemental questions.Please initial the box below to CONFIRM that the information provided is accurate and true to the best of your knowledge. Falsification may result in disqualification from consideration for this and subsequent recruitments with Dakota County for up to three years.

02

Please initial the box below to CONFIRM that you understand that a background check including but not limited to criminal, employment, driving, and educational check may be conducted upon acceptance of a position.

03

Minimum qualification screeningIndicate below how you qualify for the position.

• Associate Degree or higher in Administrative Support or in a business related field AND Two or more years of progressively responsible office or administrative experience
• High School graduate or equivalent (G.E.D.) AND Minimum one year of specialized office administrative training AND Three or more years of progressively responsible office or administrative experience
• Equivalent combination of education and experience to total four or more years.
• None of the above.

04

If you selected "equivalent combination of education and experience" to the question above, describe how you meet minimum qualifications for this position.

05

Have you ever performed administrative operations functions?

• Yes
• No

06

Please describe your administrative operations experience. If you have no experience, indicate "NONE".

07

Can your background and lived experiences contribute to Dakota County's goal of promoting inclusion, diversity, and equity in all we do?

• Yes
• No

08

Please describe how your background and lived experiences contribute to Dakota County's goal of promoting inclusion, diversity, and equity in all we do. If you have no experience, indicate "NONE".

09

Do you have work or life experience actively supporting inclusion, diversity, and equity initiatives?

• Yes
• No

10

Please describe your work or life experience actively supporting inclusion, diversity, and equity initiatives. If you have no experience, indicate "NONE".

11

Describe your experience working with data and confidential records. List the job duties performed. If you have no experience, indicate "NONE".

12

Describe how your knowledge from other roles or life experiences relate to this position?

13

Describe a time you realized you did not possess the knowledge or skills to complete a task. What steps did you take after you made the realization?

14

Describe how you've supported diverse work teams that promote inclusion, diversity, equity, and access.

15

Dakota County's core values are:
• Service: make helping others a top priority
• Innovation: challenge ourselves to do better
• Integrity: honest, fair accountable
• People: value and respect individuals Describe a personal or professional situation where you feel you demonstrated one or more of these values.

16

If selected for this position, what would be your minimum acceptable salary?

17

Your response to this question will help Dakota County evaluate the effectiveness of recruitment sources for this specific position. Please select the one source that most closely describes how you first learned about this opportunity.

• Facebook
• Friend, Family or Colleague
• InDeed
• Job Fair or Dakota County Event
• Job Interest e-mails from Dakota County
• JobsInMinneapolis/StPaul
• League of Minnesota Cities
• LinkedIn
• Minneapolis
• Minnesota
• Minnesota Works Website
• Minnesota Jobs
• Minnesota Association of Counties
• Monster
• Professional Association Website
• Referred by a Dakota County Employee
• St Paul
• College Website, Instructor, Career Services
• Dakota County Website
• Other

18

If you selected Other, please indicate where you heard about this opportunity with Dakota County.

Required Question