Executive Assistant

Company: MSP Metropolitan Council
Location: Saint Paul
Posted on: June 24, 2022

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