Administrative Assistant - Minnesota

Description · This position serves as the primary point of contact at the front desk of Stillwater City Hall, welcoming residents, visitors, and partners and ensuring they are connected promptly and accurately with the appropriate departments and resources. · As the first point o ...

Job description

Description

This position serves as the primary point of contact at the front desk of Stillwater City Hall, welcoming residents, visitors, and partners and ensuring they are connected promptly and accurately with the appropriate departments and resources.

As the first point of contact for the City, this role plays a vital part in shaping the public's experience and perception of City services. The Administrative Assistant provides high-level customer service while managing incoming calls, walk-in inquiries, correspondence, and a wide range of administrative tasks that support multiple departments. Responsibilities include coordinating information, assisting with forms and processes, maintaining records, supporting projects, and helping ensure smooth daily operations across City Hall.

This position requires exceptional professionalism, flexibility, and the ability to balance competing priorities in a fast-paced environment. The Administrative Assistant must maintain composure, exercise sound judgment, and communicate clearly and courteously while interacting with the public, City staff, elected officials, and other stakeholders. Accuracy, discretion, and a strong commitment to service excellence are essential to successfully supporting the mission and operations of the City of Stillwater.

The City of Stillwater is a great place to work, offering regular employee social and wellness activities, along with competitive health benefits. This position will be offered at $26.19 per hour ($54,475 annually). While the starting rate of pay is non-negotiable, the City of Stillwater offers structured wage growth through annual step increases and cost-of-living adjustments in accordance with City policy.

Examples of Duties

Public Contact & Customer Service

• Greeting walk-ins and responding to public inquiries
• Answering phones and emails
• Directing questions to the correct department
• Providing general customer service in a professional manner

Licensing, Permits, and Cash Receipting

• Preparing licenses or permits
• Assisting with licensing inquiries
• Receipting payments (utilities, licenses, assessments, invoices, etc.)

Records Management & Document Control

• Scanning and digitizing documents
• Maintaining records in compliance with public records laws
• Filling and retrieving documents
• Maintain special assessment records and related notifications

Public Education and Communications

• Assist with managing and maintaining city website content
• Assist with managing and maintaining social media activity for the City, including Facebook posts and other social media communication tools
• Support public communication efforts
• May assist with garbage and recycling education efforts

Meeting Support and Agenda Materials

• Gathering and assembling agenda packets
• Preparing certificates for Council and notices for publication
• Preparing meeting minutes for selected boards and commissions
• Supporting commissions and council meetings

General Administrative Support and Special Projects

• Word processing, reports, correspondence
• Data entry into software systems
• Assist other city departments within the organization
• Special projects as assigned
• Maintains confidentiality and professionalism in all interactions.
• Purchases and maintains office supply inventory
• Processes mail and maintains shared office and reception areas.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Typical Qualifications

Minimum Qualifications:

Education

• High School Diploma or GED Certificate

Certification

• Ability to obtain and maintain a Notary Public commission for use in Minnesota

Experience

• Three to five (3-5) years of previous related work
• Working knowledge and solid experience using computer programs, especially Windows and Microsoft Office (including Outlook, Excel and Word)
• Ability to keyboard 60 words per minute

Desired Experience

• Municipal office experience
• Knowledge of business and management principles involved in fund accounting, and coordination of people and resources.

Knowledge, Skills and Abilities

• General office practices, procedures, and modern office operations.
• Minnesota Data Practices regulations (ability to learn and apply).
• Strong typing and data entry skills with high accuracy.
• Proficiency in word processing, spreadsheets, and database management.
• Strong organizational skills and attention to detail.
• Work independently with good judgment
• Prioritize and manage multiple tasks in a fast-paced environment.
• Adapt to frequent interruptions from phones, walk-ins, and shifting priorities.
• Listen effectively and communicate clearly in person, by phone, and in writing.
• Interact with the public, contractors, staff, volunteers, elected officials and other stakeholders in a tactful, courteous, and professional manner.
• Maintain confidentiality and follow data practices and related regulations.
• Troubleshoot general office equipment issues and coordinate repairs when needed.

Supplemental Information

Complexity

Processes, procedures, or software vary from one assignment to the next, although assignments are related in function and objective.

Responsibility

Supervision Needed: This position either (a) carries out work with minimal supervision (i.e., the supervisor sets only goals, priorities, and deadlines; and the employee uses guidelines that cover most situations), or (b) follows

the supervisor's directions on methods and desired results but modifies methods to resolve unforeseen situations and problems.

Supervision Given: Moderate coordination of work with other individuals (Non-Supervisory).

Impact: Work affects the overall efficiency and image of the organization.