What are the responsibilities and job description for the Administrative Service Assistant position at Dakota County?
POSTING TYPE: Open-Competitive
DEPARTMENT: Office of the County Manager
HOURS: Full-Time
HIRING RANGE: $41,635- $52,460 /year
SALARY RANGE: $41,635- $65,055 /year
LOCATION: Hastings Administration Center
UNION: None
CLOSE DATE: 4:30 p.m. on 9/28/2023
Who We Are
Dakota County is Minnesota’s third largest county and home to more than 400,000 residents. Our motto is “Be More” and we strive every day to achieve excellent 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 provides professional administrative services and support to the County Manager, Board of Commissioners, Sr. Administrative Coordinator and general support to the Office of the County Manager, Communications, Budget, Office of Performance and Analysis, and Enterprise Finance and Information Services departments.
- High School graduate or equivalent (G.E.D.) AND
- One year of specialized office administrative training AND
- Two years of progressively responsible office or administrative experience;
- OR, an equivalent combination of education and experience to total three years.
PREFERRED EDUCATION BEYOND MINIMUM QUALIFICATIONS:
- Associate Degree in Office Administration
- Some positions may require Notary Public
- Typing ability: Some positions may require typing ability up to 50 wpm
These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.
1. 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.
2. Serves as liaison on divisional and countywide committees; including, but not limited to, Information Technology and Employee Relations Open Enrollment.
3. Processes daily mail for multiple departments, schedules and receives package delivery, and prepares and ships documents and packages.
4. Research supply and equipment needs, recommend and purchase in accordance with County policy. Monitor office supplies and replenish when necessary.
5. Serve as DakotaConnect system coordinator for Office of the County Manager and multiple assigned departments. 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, billing vendors, etc.
6. 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.
7. Ensures shared equipment, appliances and facilities are in working order and submits work orders or calls for service, if needed.
8. Develop computerized tracking systems and databases to manage information and track progress of programs/projects, update and compile statistical and technical reports.
9. Maintain department files.
10. May assist/provide input to develop internal work methods and establish new procedures.
11. Performs special projects in support of department programs.
- Comprehensive knowledge of general office procedures, practices and equipment.
- Comprehensive knowledge of departmental programs, policies and procedures and state and federal guidelines.
- Comprehensive knowledge of Business English, grammar and punctuation.
- Comprehensive knowledge of business math and bookkeeping principles.
- Comprehensive knowledge of computer software and information systems such as Microsoft Office and EDMS.
- Ability to organize work efficiently and effectively and to handle multiple tasks at one time and adapt to frequently changing work demands.
- Ability to communicate effectively both orally and in writing.
- Considerable ability to work effectively with the public, department and County associates in a professional manner.
- Ability to work under minimal supervision.
- Ability to interpret and comprehend complex written and verbal instructions.
- Ability to handle and preserve confidential documents.
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.
SELECTION PROCESS:. The examination/selection process for this classification will consist of a rating of your training and experience from the application materials submitted. The top scoring candidates will be forwarded to the hiring department for further consideration.
Salary : $41,635 - $52,460