Executive Assistant
Company: MSP Metropolitan Council
Location: Saint Paul
Posted on: June 24, 2022
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Job Description:
WHO WE ARE
Join an award-winning wastewater industry leader in protecting our
environment!Metropolitan Council Environmental Services (MCES) is a
division of the Metropolitan Council. MCES operates and maintains
the wastewater collection and treatment system for the
Minneapolis-St. Paul seven-county metropolitan area, which includes
approximately 610 miles of regional sanitary sewers and nine
regional wastewater treatment plants. MCES treats an average of 250
million gallons of wastewater daily, providing cost-effective
service to more than 2.7 million people in 111 customer
communities. MCES treatment plants consistently earn state and
national awards for complete compliance with their environmental
permits. MCES also is nationally renowned for its superior work
monitoring air and water quality and planning for a long-range
water supply to meet future demand.
To find out how the Metropolitan Council and the Environmental
Services division serve the Twin Cities region, please click on the
links for more information:
https://metrocouncil.org/About-Us/The-Council-Who-We-Are.aspx
andhttps://metrocouncil.org/Wastewater-Water.aspx.
How your work would contribute to our organization and the Twin
Cities region:
The Executive Assistant will support the Environmental Services'
General Manager, in a servant leadership organization. They will
work collaboratively with the General Manager, Environmental
Services and Council leadership and staff, including many
administrative professionals.
Responsibilities include independently completing complex
administrative and technical tasks or actions in support of an
executive or general manager; using judgment to interpret
guidelines, adapting procedures, and deciding approaches to resolve
specific problems; providing a high degree of internal and external
public contact with other agencies, government officials and
executives; recommending solutions for continuous improvement; and
performing other related duties. The preferred work scheduleis
Monday-Friday between the hours of 7:00 a.m. - 6:00 p.m., with some
meetings extending past 6 p.m. Schedule to be determined at time of
hire. The position is eligible for benefits including a hybrid
onsite/telework arrangement. On site work will be required at Met
Council facilities.
What you would do in this job
* Coordinates large and complex conferences/meetings/programs.
Makes complex scheduling arrangements involving multiple parties
and events 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 and individuals.
* Supports and records official committees of the Metropolitan
Council, primarily the Environment Committee, using Robert's Rules
of Order.
* Composes original correspondence not requiring the supervisor's
personal attention; prepares and ensures ADA accessible documents
and presentations; screens/processes/tracks correspondence; and
develops agendas.
* Drafts the General Manager's budget and monitors
expenditures.
* Manages the General Manager's calendar, and monitors email
correspondence when requested.
* Prepares purchase requisitions and tracks approval processes for
various purchase orders, change orders, amendments, contract
initiation memos, pay requests, invoices, and order
procurement/contract administration documents. Reconciles monthly
P-card statement and attaches all necessary documentation.
* Manages Microsoft Teams, SharePoint Collaboration and OneNote
sites for departments and teams supported.
* Maintains electronic and physical filing systems including
transitioning of paper records to electronic storage.
* Creates procedures for administrative or specialized functions;
solves unusual problems.
* Completes accurate data entry using multiple systems, including
review of timesheets for the General Manager's team.
* Registers staff for conferences and makes travel arrangements as
needed.
* Interacts with MCES employees, council members, contractors,
leadership, Regional Administration support services, and
vendors.
* Other related duties as assigned, including minimal reception
back-up coverage.
What education and experience are required for this job (minimum
qualifications)
Bachelor's degree or higher in Business Administration, Public
Administration, Communications, Liberal Arts or closely related
field and one (1) year of experience providing complex
administrative support in a medium-to-large organization.
OR
Associate's degree or two-year technical degree or certification in
Business Administration, Public Administration, Communications,
Liberal Arts or closely related field AND three (3) years of
experience providing complex administrative support in a
medium-to-large organization.
OR
High school diploma or GED AND five (5) years of experience
providing complex administrative support in a medium-to-large
organization.
What additional skills and experience would be helpful in this job
(desired qualifications):
* Bachelor's degree in business administration or related field
* Experience in the public sector - Met Council, State of MN,
counties, cities or other
* Experience ordering supplies, P-card administration, and
receiving in a purchasing system
* Experience working with Microsoft Word, Excel, PowerPoint, and
SharePoint
* Experience managing content on an intranet or Microsoft Teams
site
* Experience converting paper to electronic documents utilizing a
document management system
* Experience supporting a formal governance body
What knowledge, skills and abilities you should have within the
first six months on the job:
* Knowledge of Metropolitan Council Environmental Services and
agency policies and procedures
* Ability to effectively support the Metropolitan Council's
Environment Committee
* Ability to perform under limited supervision recognizing when
assistance or guidance is required to set priorities or redirect
workload; ability to coordinate ownership and activities with other
administrative personnel
* Ability to schedule meetings, manage calendars, and organize
emails in Outlook
* Ability to work independently with sensitive and confidential
matters
* Ability to display independent judgment, initiative, and
organization in solving a variety of problems
* Possess a high attention to detail and follow through
* Proficient computer skills using Microsoft Word, Excel,
PowerPoint, Outlook, Teams and SharePoint, and an electronic
document management system
* Ability to use or learn computer software programs that are used
to manage electronic documents, enter performance goals and
progress, enter time and attendance, and to procure goods and
services
* Knowledge of basic and commonly used office skills, procedures,
and equipment
* Ability to verbally communicate information clearly and
concisely
* Ability to review data, reports and correspondence for details
and accuracy
Additional information
Union:Non-Represented/Grade E
FLSA Status:Non-exempt
Safety Sensitive:No
What steps the recruitment process involves:
* Review your minimum qualifications
* Rate your education and experience
* Conduct a structured panel interview
* Conduct a minimum of one 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 HR-OCCHealth@metc.state.mn.us.
Keywords: MSP Metropolitan Council, St. Paul , Executive Assistant, Accounting, Auditing , Saint Paul, Minnesota
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