Administrative Specialist - Part-time - City of Coon Rapids, MN : Job Details

Looking for a flexible, part-time role where your organizational skills and attention to detail make a real difference? Join our team as an Administrative Specialist! In this role, you'll play a key part in keeping our operations running smoothly while working up to 20 hours per week. Enjoy a schedule that fits your life, with flexibility between 6:30 am and 3:30 pm! Under general guidance and direction of the Public Works Administrative Support Supervisor, this position performs a variety of responsible and confidential administrative, technical and clerical functions to support Public Works operations, including Engineering, Streets, Utilities, Parks, Fleet, Facilities, Forestry, and Recycling.

The City of Coon Rapids employs a great team of people dedicated and service centered! Our mission revolves around the understanding that only together, can we provide outstanding leadership and services that strengthen our community. Serving our Citizens and local businesses is essential in our work. Our vision is to strengthen our community with a respectful, collaborative, and innovative employee culture that values employee growth, personal balance, and contagious enthusiasm. Our core values include dedication to essentials such as trust, teamwork, innovation and commitment to excellence!

Hiring Range: $30.00 - $31.72/hr

Salary Range: $30.00 - $37.38/hr

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The City of Coon Rapids is proud to be an Equal Opportunity Employer and actively seeks a diverse workforce that reflects the community we serve. The City welcomes, and encourages any qualified applicant to apply regardless of race, color, religion, familial status, sex (including pregnancy or related conditions, gender identity/expression, and sexual orientation), parental status, marital status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit based factors or any other basis protected by law.

Essential duties listed below 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 if the work is similar, related or a logical assignment to the position.

* Performs computer and data entry activities using routine, complex, and file management computer applications including Cityworks, BS&A, Laserfiche, Microsoft 365, iMaint, and other various industry software; manages network data files.

* Prepares invoices and receipts for division and department supervisors' approval, ensuring accurate budget coding, and prepares purchase requisitions utilizing BS&A software.

* Responsible for Fleet maintenance administrative duties and the City's fueling system.

* Maintains fuel and vehicle records and provides month-end reporting for internal billing.

* Issues citywide staff fueling keys/access numbers, and updates the software program.

* Manages inventory using iMaint and OPW/Phoenix software.

* Assists with capital purchases, parts and general supplies.

* Provides administrative support for the preparation of a variety of documents including project contracts, vendor and contractor agreements, public notices, reports, letters, and memorandums, including editing where necessary for clarity, correctness and meaning.

* Provides backup assistance with contract administration, verifying completeness of contracts, documents, reports and correspondence; updates filing system and records per the City's Records Retention Schedule.

* Compiles, scans, and files historical data into the computerized record keeping system.

* Serves in partnership with other administrative staff within the department.

* Performs occasional tasks requiring confidentiality.

* Maintains regular and reliable attendance during scheduled work hours and outside regular hours as necessary.

* Performs essential position duties and responsibilities under the working conditions and physical demands described herein.

* Maintains positive professional relations and respectful communication and interactions with other City employees, outside agencies and organizations, and citizen customers.

* Performs other related functions, special projects, and tasks as apparent or delegated.

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

Ability to:

* Communicate courteously, effectively, and tactfully in written and oral form.

* Research and assemble information and prepare reports and studies.

* Exercise initiative, discretion and independence of judgment.

* Organize and manage multiple tasks, work effectively under pressure and complete work in a timely and highly accurate manner with minimal supervision.

* Work cooperatively with City personnel, external vendors and the public.

* Be detail oriented and follow through with tasks.

* Work effectively independently as well as in a team environment.

* Perform duties with tact, diplomacy and discretion.

* Promote a cooperative atmosphere and exhibit a proactive and positive attitude.

* Maintain a team and service-oriented approach to work.

* Accept constructive criticism or discipline.

* Maintain and foster a work environment that supports the City's mission and values with a respectful, collaborative and innovative employee culture that values employee growth, personal balance and contagious enthusiasm.

* Service - We value outstanding service. Our City deserves the best.

* Trust - Trust means everything. Be accountable. Be transparent.

* Teamwork - Teamwork allows us to accomplish more. We tackle challenges and celebrate successes together.

* Innovation - Innovation is vital for our future. We are not afraid of new ideas.

* Excellence - It's the expectation.

MINIMUM QUALFICATIONS:

A combination of training and experience substantially equivalent to the following:

* Associates or technical degree in a related field plus two years of progressively responsible administrative support/clerical experience.

* Five years of progressively responsible professional administrative support experience may be substituted for educational requirement.

* Experience working effectively and courteously with the public.

PREFERRED QUALIFICATIONS:

* Two years of experience within a municipal Public Works department, including fleet management.

* Experience with Cityworks, iMaint, OPW/Phoenix, and asset management software.

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

This work requires the occasional exertion of up to 10 pounds; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and frequently requires speaking or hearing and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

EQUIPMENT/JOB LOCATION:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This position will be located at the Public Works facility, with potential for remote work when feasible. It will use common office supplies and equipment, and the noise level is typically quiet. Exposure to computer monitors in the office is typical. This position works closely with others. Hours of position are negotiable, within the parameters of 6:30am - 2:30pm unless otherwise approved. Approximately 20 hours per week.

CONDITIONS OF EMPLOYMENT:

* Must comply with organizational and departmental policies.

* Must possess a valid driver's license.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Coon Rapids is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.