Administrative Office Specialist (Program Technical Specialist)

• Composes original correspondence not requiring the supervisor's personal attention, screens/processes/tracks correspondence, and develops agendas.
• Monitors and tracks budgets and expenditures.
• Prepares purchase requisitions and tracks approval processes for various purchase orders, change orders, amendments, pay requests, invoices, and order procurement/contract administration documents.
• Researches, compiles, and analyzes information, prepares statistics, writes/drafts reports, and prepares presentations for meetings.
• Creates procedures for complex or specialized functions, solves unusual problems, and may coordinate office moves and renovation.
• Answers non-routine and/or sensitive inquiries.
• Makes travel arrangements.
• Coordinates large and complex conferences/meetings/programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Arranges for special room or equipment needs and/or multiple locations and individuals.
• Records meeting minutes, recognizing and identifying what information can be disseminated and to whom.
• Other related duties as assigned.

Any of the following combinations of completed education (degree field of study in Business Administration/Management, Public Administration, Communications, Finance, Accounting, or closely related field) and experience (providing complex administrative support to a large organization):

• High school diploma/GED with five years of experience
• Associate degree with three years of experience
• Bachelor's degree or higher with one year of experience

• Experience providing significant support for projects, initiatives and/or for community engagement events (e.g., reserving multiple meeting rooms, managing audiovisual needs, planning catering, etc.).
• Experience working for public (e.g., government) officials, executives or leaders to provide administrative support while managing priorities to ensure deadlines are being met.
• Experience in finance, procurement and/or accounts payable processes.
• Experience using multiple software applications to complete work tasks.
• Experience handling confidential information with discretion and in accordance with Minnesota Data Practices Act.
• Experience promoting an equitable, positive, and respectful work environment that values culture and diversity among all employees

• Ability to work for public officials or executives, including managing priorities and supporting needs.
• Knowledge of Council policies, procedures and organizational structure.
• Knowledge of systems such as scheduling, word processing, electronic filing, training and travel.
• Strong organizational and prioritization skills.
• Strong problem-solving skills.
• Skilled in Microsoft Office Suite software applications (Word, Outlook, Teams, etc.) and other software applications for managing Council Member and leadership staff needs.
• Ability to support public officials, senior and/or executive leaders.
• Ability to maintain a high level of confidentiality.
• Ability to identify and effectively communicate complex issues/problems with public officials, senior and/or executive leaders.
• Ability to independently determine the best solution for identified problems in consultation with appropriate individuals internally.

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits and a good work/life balance.

Union/Grade: Non-Represented / Grade E
FLSA Status: Non-exempt
Safety Sensitive: No

What your work environment would be:
You would perform your work in a standard office setting. Work may sometimes require travel between your primary work site and other sites.

What steps the recruitment process involves:

1. We review your minimum qualifications.
2. We rate your education and experience.
3. We conduct a structured panel interview.
4. We conduct a selection interview.