Administrative Service Assistant

Administrative Service Assistant

The Administrative Services Assistant provides professional administrative services and support to the County Manager, Sr. Administrative Coordinator to the board and County Leadership. Dakota County is Minnesota's third largest county and home to more than 400,000 residents. We strive every day to achieve excellence in public service, with a focus on four values : Service, Integrity, People and Innovation. Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware work environment where everyone can be their authentic selves. This position performs highly responsible duties managing assigned operations and personnel of the Human Resources Department to include the planning, development, and implementation of employee compensation and job classification programs. Directs staff in the planning, development, and implementation of new or revised programs, policies, and procedures to be responsive to County goals and competitive practices.

Duties & Responsibilities :

• Provide a multitude of high-level administrative services for the County Manager including calendar maintenance, meeting scheduling, and assistance with the submission of expense reports.
• Attend meetings with County Manager as requested to take notes, determine what necessary research and communications is needed, and determine if future meeting or follow-up is necessary.
• Manage County Manager and Deputy County Manager membership groups and affiliate groups, assist with preparations and research.
• Perform complex word processing and excel spreadsheet functions to prepare correspondence, and reports.
• Compose correspondence for executive leadership from general instructions or by following knowledge of policies and procedures.
• Manage video conferencing tasks including recordings, video production, public access / input for County Board and Committee meetings.
• Manage video conferencing of Team broadcasts for the County Manager, including making high-level decisions of when and how to handle responses.
• Provide administrative support to members of the management team, including Central Operations and Communications.
• Assist in the preparing of Resolution documents. System Administrator for Granicus Boards and Commissions software.
• Maintain applications and attendance records for all Advisory Committees appointments.
• Assist with open appointment process for Advisory Committees.
• Prepare and send correspondence to Advisory Committee appointments and applicants.
• Maintain communication with Advisory Committee liaisons regarding applicants and yearly meeting schedules.
• Assistance to the Department : Provides customer service for multiple departments including greeting visitors, answering phones, monitoring schedules of staff, preparing correspondence, processing Advisory Committee applications and scheduling meeting and conference rooms.
• Serves as liaison on divisional and countywide committees; including, but not limited to, Information Technology and Employee Relations Open Enrollment.
• Processes daily mail for multiple departments, schedule and receive package delivery, prepare and ship documents and packages.
• Schedule regular departmental meetings and assist in preparing the agenda.
• Research supply and equipment needs, recommend and purchase in accordance with County policy, and monitor office supplies and replenish when necessary.
• Review and process requests for accounts payable, invoices paid, audit invoices, secure internal approval, generate payment to vendors, initiate transfers of funds and revenue deposits, and billing vendors.
• Generate and check purchasing documents for completeness, accuracy, and compliance; request new vendor accounts (PEID); Audit staff and commission expense reports and utilize purchase card in accordance with County policies.
• Ensures shared equipment, appliances and facilities are in working order and submit work orders or calls for service, if needed.
• Develop computerized tracking systems and databases to manage information and track progress of programs / projects, update and compile statistical and technical reports.
• Maintain department files.
• Provide input on the development of internal work methods or in establishing new procedures.
• Perform special projects in support of department programs.
• Perform emergency response functions as trained and assigned within the County and / or Department's emergency response plan.

Knowledge, Skills & Abilities and Work Environment :

Work Environment : The work is primarily sedentary, although there is some walking, travel, and carrying of lightweight items such as briefcases, notebooks, and work papers. The work is typically performed in an adequately lighted and climate controlled office. May require occasional travel.

Benefits :

Selection Process :

Refer to ID 21025.25.002 when applying