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Principal Administrative Specialist Relevant Educational Qualifications Job

3 months ago Other categories Saint Paul   119 views
Job Details

What you would do in this job

  • Administers support to the Director and Managers within the Pretreatment and Finance Department. Manages supervisors' calendars, negotiating time and place as needed. Sets up non-local travel arrangements for department staff and ensures that necessary documentation is completed for travel.
  • Carries out routine office functions and provides administrative and technical support to all staff within the Pretreatment and Finance Department.
  • Participates on communication efforts, including maintaining internet webpages, sending out GovDelivery notifications to customers, and helping to create periodic Open Channel News publications, and Department PowerPoint presentations.
  • Manages collaborative tools for the department, including managing content in AppXtender, SharePoint, Microsoft Teams and on shared network drives.
  • Coordinates and monitors facility vendors, maintenance, waste management and recycling for the Metro 94 office building. Arranges and directs services such as maintenance repair, uniform and rug deliveries, supplies, mail, and files.
  • Coordinates large and complex virtual and in-person meetings. Makes complex scheduling arrangements involving multiple parties under minimum direction; sets up and cancels meetings based on knowledge of the subject and attendees; takes minutes at meetings, and recognizes and identifies what information can be disseminated and to whom; arranges for special room or equipment needs and/or multiple locations & individuals, including assembly of presentation files and attendee handout/informational packets.
  • Communicates with industrial users and external parties to provide information and assistance related to MCES requirements and programs.
  • Performs entry in the iPACS database: attaches permits, enforcement actions and other documents, creates new facility records, enters data from wastewater discharge surveys and permit applications, and removes duplicate contacts as needed.
  • Administers and schedules training for all Department staff in LEARN and schedules additional onsite training as needed.
  • Coordinates and schedules interviews and compiles information for hiring managers.
  • Opens and distributes mail, prepares check and purchase requisitions and maintains division files.
  • Processes time sheets, keeps timekeeping documents up to date, as well as other internal documents. Maintains organizational charts and department contact information.
  • Processes invoices and conducts purchasing and procurement to support Pretreatment and Finance functions, including ordering and maintaining supplies for the Metro 94 Suite 32 conference rooms.
  • Serves as a back-up for other administrative specialists within MCES when needed.

What education and experience are required for this job (minimum qualifications)

Education/Experience :

  • High school diploma or equivalent
  • Four (4) years of administrative work experience.
  • Experience using Microsoft Office Suite: developing spreadsheets, using formulas and creating charts, performing mail merge, working with forms, and compiling large documents and PowerPoint presentations.

What additional skills and experience would be helpful in this job (desired qualifications):

  • Experience supporting more than one manager, directors and a team.
  • Excellent written and verbal communication skills.
  • Excellent customer service skills: ability to be accessible, respond professionally in a difficult situation, ability to respond in a timely manner and take initiative to complete tasks and projects in time.
  • Experience with proper handling and storage of paper and electronic documents, including content management using computer applications.
  • Experience with collaborative tools such at SharePoint, Teams and Webex.
  • Experience using email distribution tools, such as GovDelivery.
  • Experience handling building maintenance and repair coordination and managing vendors with routine deliveries.
  • Experience with procurement and purchasing using an enterprise scale application.
  • Experience with proper timekeeping practices.
  • Experience using and entering data into a relational database.
  • Experience and knowledge of FMLA leave and other leaves of absences.
  • Ability and willingness to travel to multiple work sites.

Knowledge, Skills and Abilities

  • Ability to perform under limited supervision recognizing when assistance or guidance is required to set priorities or redirect workload.
  • Ability to display independent judgment, initiative and organization in solving a variety of problems.
  • Ability to work independently with sensitive and confidential matters.
  • Skilled in administration and organizing information including problem solving and accuracy.
  • Ability to interact and work with people including all levels of internal and external customers.
  • Ability to be flexible and professional in an environment characterized by peak workloads and stressful circumstances.
  • Ability to perform data entry with a high degree of accuracy.
  • Ability to handle multiple priorities.

What you can expect from us:

  • 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.

More about why you should join us!
Additional information

Union/Grade: AFSCME/Grade D
FLSA Status : Non-Exempt
Safety Sensitive: No

Starting Salary Range:
Full Salary Range:

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.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council , you must pass a drug test (safety sensitive positions only), and a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council , you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email (see application details) .

We believe our employees are a key to our agency's success! In order to attract and retain high quality employees, the Council provides a highly competitive benefits package both in choice and coverage levels. Some highlights about our benefits are listed below:

  • Guaranteed monthly retirement income through Minnesota State Retirement System pension fund
  • Opportunity to save additional funds for retirement on a tax-deferred basis through a voluntary deferred compensation (457) plan
  • Two or more medical plans from which to choose, with employer contribution towards premiums over 80%
  • Dental insurance, life insurance and vision insurance

The following benefits are provided to all employees as part of working for the Council. You will have access to free:

  • Well@Work clinic
  • bus/rail pass valued at over $1200 per year
  • parking at many job locations
  • fitness centers at many job locations
  • Employee Assistance Program
  • extensive health and wellness programs and resources

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Company Description
The Metropolitan Council is the regional policy-making body, planning agency, and provider of essential services for the Twin Cities metropolitan region. The Council’s mission is to foster efficient and economic growth for a prosperous region.
At the Council, your work matters. Our employees drive the buses, plan the parks, support development, treat wastewater, and plan for future growth — all services that help the Twin Cities and its residents thrive.