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The Executive Office Support Administrator is responsible for providing support for the office of the Superintendent, Deputy Superintendent, Board of Commissioners and Assistant Superintendents. Responsible for assisting with the preparation and maintenance of official Board records and coordination of the day to day operations of the office. This is a full-time position working primarily during regular business hours with occasional evening hours to provide administrative support at Board of Commissioner meetings (up to two Wednesday evenings per month). Performs under the general supervision of the Deputy Superintendent and is responsible for, but not limited to, the following duties:
- Work with the Executive Assistant to effectively administer all required processes related to Board of Commissioners' actions in a timely manner.
- Effectively assist with the day-to day operations of the office of the Superintendent with the Executive Assistant to the Superintendent.
- Support the office of the Superintendent, Deputy Superintendent, and Assistant Superintendents by effectively performing a variety of clerical support functions including , but not limited to, drafting letters or documents, answering or re- directing inquiries and correspondence, scheduling meetings, telephone responses, filing and copying.
- Maintain an accurate system of organizing, responding to and maintaining records.
- Primary backup to the Executive Assistant which will include local travel to other MPRB sites and/or providing support to evening meetings.
- Related Work:
- Utilize and electronic system for the preparation and maintenance of all materials related to Board meetings.
- Monitor consistent guidelines for Board submissions.
- Assist in facilitating approval of documents, contract execution and follow-up with the City in a timely and accurate manager as required.
- Prepare legal notices, supporting documentation and related materials as required for Board and Committee meetings.
- Maintain accurate documentation of all actions, contracts, correspondence, research and more relating to the office of the Superintendent.
- Schedule meetings as needed.
- Draft routine correspondence and other written communications using correct grammar, spelling and punctuation.
- Facilitate obtaining signatures and logging legally served documents. Respond to commissioner requests as needed.
- Coordinate responses to data practices requests for public information from Park Board departments.
- Receive inquiries and obtain and communicate responses in a timely manner.
- Develop and maintain effective communication and relationships with MPRB staff.
- Perform other related duties as apparent or assigned.
Training and Experience (position requirements at entry
- Associate's degree from an accredited college or university with a major in a related field of Business Administration.
- Increasingly responsible related professional work experience: at least two (2) years
- An equivalent combination of education and/or work experience may be considered.
Licensing Requirements (position requirements at entry)
- Valid driver's license
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.
Standing, walking, sitting, driving, talking, hearing, seeing and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Ability to safely operate a motor vehicle as incumbents may be subject to local travel.
Knowledge of: (position requirements at entry)
- Administrative and clerical procedures and systems such as word processing, spreadsheets, email, managing files and records, and other routine office procedures and terminology.
- Structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
- Principles and processes for providing professional and quality customer service for staff and public.
Skills and Ability to: (position requirements at entry
- Organize work, manage time, and establish priorities in a fast-paced and professional work environment. Work independently with minimal supervision.
- Develop and maintain effective working relationship with a wide variety of individuals including MPRB staff of all levels, elected officials, and the general public.
- Communicate effectively in a professional and tactful manner whether listening, speaking or writing, in terms understandable to MPRB staff, elected officials, and the general public.
- Provide both oral and written communication that is easily understood and direct in its content.
- Effectively analyze and make good decisions.
- Multi-task and meet simultaneous deadlines, work in a politically sensitive environment and the ability to remain composed in a fast-paced environment.
- Maintain confidentiality in work-related matters.
- Working knowledge of personal computers including word-processing, spreadsheets, database systems, and presentations.
A criminal background check is necessary for positions with this job title. Upon receiving a conditional offer of employment, the applicant will be asked to sign an informed consent allowing the Minneapolis Park and Recreation Board to obtain his/her criminal history information in connection with the position sought. An applicant who does not sign the informed consent will not be considered further for the position.
To apply, applicants are encouraged to complete an online application by visiting www.minneapolisparks.org/jobs and clicking on Job Opportunities. Supplemental questions are included as part of the application. Applicants may choose to attach a cover letter and resume as part of the online application; however it is not a substitute for the application and supplemental questions. Because the rating of training and experience is based on application materials/supplemental questions, applicants should remember to be complete and thorough in their answers.
The Executive Office Support Administrator is a civil service position. The examination/selection process for this position will consist of a rating of training and experience based on application materials/supplemental questions and an oral examination (100%). Minimum passing score is 70.00. Human Resources reserves the right to limit the number of people invited to successive testing events.
Eligible list will expire in three (3) months.
Service Department: Superintendent's Office
Accountable To: Deputy Superintendent
FLSA Status: Non-exempt
Union Status: Non-represented