Administrative Assistant II - Development Services & Infrastructure

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Administrative Assistant II - Development Services & Infrastructure

Salary

$28.27 - $35.51 Hourly

Location

MN 55901, MN

Job Type

Regular FT

Job Number

20240088

Department

Community Development

Opening Date

05/09/2024

POSITION DESCRIPTION

The City of Rochester invites applications for the position of: 

Administrative Assistant II
Development Services & Infrastructure

 
 
The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.
We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.
It takes us all working together.

Nature of Work
The Development Services & Infrastructure (DSI) team includes the Community Development, Public Works, and Transit and Parking departments. These three departments have four different locations across the City: the Development Services & Infrastructure Center (DSIC), the Public Works and Transit Operation Center (PWTOC), the Traffic Operations Building (TOB), and the Water Reclamation Plant (WRP).

The Administrative Assistant II plays a crucial role in our departments, performing moderately complex clerical support work within their assigned department(s) that requires knowledge of laws and regulations affecting departmental operations. 

Typical duties may include, but are not limited to, the issuance of building and trade permits to customers in accordance with prescribed procedures; completing rental housing, zoning, and development permit applications; issuance of zoning certificates; issuance of inspections of ROW, building, trade, and rental permits, entering and manipulating data in computerized systems; maintaining a records retention system for the department(s), processing of payment and fees, prepare meeting agendas, legal notices, and minutes for Board and Commissions, support for the Sidewalk Snow Removal Program. The Administrative Assistant II also performs administrative support and receptionist duties and is an important first point of contact for the department(s) for in-person, electronic, and via-phone customers regularly, handling challenging customer interactions and ensuring a positive customer service experience for the DSI teams.

As a valued member of the DSI team, the individual will have an area of specialty: Rental Housing. However, it's important to note that teamwork is at the heart of our DSI team. The Administrative Assistant II will also be expected to back up other teammates as requested or when necessary, fostering collaboration and support within our team.

This position may require flexibility in terms of location, which includes the need to rotate to other locations as required for coverage within the city at the DSIC, PWTOC, and WRP. However, this position's primary location will be at the DSIC, where it will be part of the Community Development department team.

Starting salary is $28.27 per hour with advancement to $35.51 per hour. 

To have your application considered in the first round of reviews, please apply before May 24, 2024   Applications will be accepted until the position is filled.

DUTIES AND RESPONSIBILITIES

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

*Customer Service and Administrative Support

  • Greet and direct internal and external customers in a welcoming, respectful, and professional manner.
  • Answer incoming telephone calls and electronic communications to resolve customer needs and/or direct customers to appropriate teammates as necessary.
  • Provide support to agency leadership for written and verbal correspondence and/or communication.  Take, transcribe, and/or distribute meeting meetings as needed.
  • Assist with drafting, preparing, and proofing Request for Council Action (RCA) forms as requested in the Peak Agenda Management System.
  • Schedule a wide variety of meetings, seminars, training sessions, and other agency events; maintain calendar activities.
  • Provide support for open houses, public presentations, department events or initiatives as necessary.
  • Prepare materials, meeting agendas, legal notices, and minutes for Board and Commissions.
  • Assist in the development of notices, flyers, brochures, and other information materials about planning and zoning. 
  • Maintain inventory of office supplies and forms; order supplies and forms as authorized. 
  • Process, sort, and file correspondence, documents, or other materials in accordance with established procedures.
  • Maintain and update department files in a timely manner including indexing and archiving of plans, project files and folders.
  • Compile information and prepare special reports as requested.
  • Create projects and/or assist in maintaining specialized computer programs/systems unique to the department of assignment.
  • Process incoming and outgoing departmental mail and outgoing and internal mail delivery to City Hall when required or requested. 

*Provide support for Building Inspection, Plan Review, Planning, and Housing, Rental & Neighborhood Services. 
  • Assist customers with completing forms, processes, and online submittals, including building, and trade permits and rental housing applications. 
  • Receive and process zoning and development permit applications. Maintain accurate records in the online software. 
  • Schedule inspections in multiple databases and verify contractor licenses are in compliance.
  • Calculate applicable fees. Collect and process payments. 
  • Review minor residential building plans for conformance to codes and recommend issuing or denying permits to the Plans Examiner for final sign-off. 
  • Serve as the department's Liaison for the GovQA Records Request Management system. 
  • Assist in maintaining departmental webpages. 
 
*Perform cost recovery and accounting functions for the Community Development and Public Works Departments and DSIC Building. 
  • Serve as Payroll Liaison; assist teammates with timecard preparations in the Kronos timekeeping system, respond to teammate questions, and work with Finance and Human Resources teammates on system requirements. 
  • Receive and code invoices; enter payment vouchers into City's automated accounting system, obtain authorization and submit to the Finance Department for payment processing.
  • Manage agency cash receipts, input balances into accounting system, prepare bank deposit forms, and track funding to proper accounts.
  • Receipt accounts receivable payments. 
  • Prepare invoices for accounts payable.
  • Track invoices for City projects and development-related charges due to the City from developers, contractors, and individual property owners.
  • Prepare Purchase Orders as necessary and verify account codes and processes.
  • Assist in preparing various reports (financial, statistical, or operational) on a monthly, quarterly, and yearly bases or as requested. 

*Provide support for Public Works Engineering and Municipal Services, Fleet & Facilities, Infrastructure Maintenance, and Transit & Parking Systems. 
  • Maintain equipment asset inventory and preventative maintenance schedule.
  • Enter and update work orders in data management system.
  • Serve as primary contact for employee uniform program.
  • Process complaints/concerns from the public for Public Works staff for the sidewalk Snow Removal Program. 

Perform other duties as assigned or necessary.

*Essential Functions

MINIMUM QUALIFICATIONS

Education and Experience
An Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two (2) years of full-time employment experience
OR 
A high school diploma AND five (5) years of full-time employment experience

OR
An equivalent combination of education to successfully perform the essential duties of the job may be substituted for the required amount of experience.

If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.  

POSITION  COMPETENCIES
Customer Focus: Building strong customer relationships and delivering customer-centric solutions. 
Interpersonal Savvy: Relating openly and comfortably with diverse groups of people. 
Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.

ADDITIONAL INFORMATION

PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as 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. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: sitting, fine dexterity
Frequent demands: standing, walking
Occasional demands: crouching, bending, reaching, carrying, kneeling

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing and touch.

Environmental conditions that may exist in the performance of the essential functions of this job include NONE - not substantially exposed to environmental conditions. 

01
The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?
  • Yes
  • No
02
What is your preferred name?
03
Do you have a valid driver's license?
  • Yes
  • No
04
Which of the following best describes your level of education?
  • High School diploma or equivalent G.E.D
  • Less than 2 years of a post-secondary program or training
  • Completion of a 2 year program or degree
  • Completion of a 4 year program or degree
  • Completion of a Master's degree or higher
  • None of the above
05
Other than your High School diploma/GED, which of the following best describes the field of study for your degree?
  • Business
  • Accounting
  • Administrative Support
  • A field of study closely related to the above
  • My degree is in an area NOT RELATED to any of the above
  • N/A - I do not have a degree
06
Which of the following best describes your years of full-time employment experience performing administrative office duties?
  • No Experience
  • Less than 6 months
  • More than 6 months, but less than a year
  • More than 1 year, but less than 2 years
  • More than 2 years, but less than 3 years
  • More than 3 years, but less than 4 years
  • More than 4 years, but less than 5 years
  • More than 5 years, but less than 6 years
  • More than 6 years, but less than 7 years
  • More than 7 years, but less than 8 years
  • More than 8 years, but less than 9 years
  • More than 9 years, but less than 10 years
  • More than 10 years
07
Which of the following best describes your years of full-time employment experience performing accounting-related duties?
  • No experience
  • Less than 6 months
  • More than 6 months, but less than 1 year
  • More than 1 year, but less than 2 years
  • More than 2 years, but less than 3 years
  • More than 3 years, but less than 4 years
  • More than 4 years, but less than 5 years
  • More than 5 years, but less than 6 years
  • More than 6 years, but less than 7 years
  • More than 7 years, but less than 8 years
  • More than 8 years, but less than 9 years
  • More than 9 years, but less than 10 years
  • 10 or more years
08
Tell us how your professional, educational and lived experiences would help you be successful in this role.
09
Please select the cash handling tasks you have performed in a current or previous position(s). (Select all that apply)
  • Processed cash payments
  • Processed credit card payments
  • Prepared daily bank deposit
  • Balanced payments posted and reconciled account receivables
  • N/A - None of the above
10
Does your employment experience performing administrative office duties include any of the following? (Select all that apply)
  • Greeting the public
  • Answering phone calls, directing calls appropriately, and taking messages
  • Assisting customers with forms, processes, and online submittals
  • Answering basic questions on behalf of the employer regarding services and procedures
  • Inputting information into a computer database on a timely and accurate basis
  • Scheduling appointments, meetings, trainings, events, etc.
  • Preparing letters, memorandums, forms, notices, reports and other related documents
  • Compiling information and preparing special reports as requested
  • Maintaining department files including indexing and archiving
  • Attending meetings and taking notes
  • Coordinating the purchasing office supplies
  • Processing incoming and outgoing mail
  • Proofreading written materials
  • Updating a department/organizational website
  • Work with multiple high priority items with non-negotiable deadlines
  • N/A - I have not performed any of these duties
11
Which statement best describes your full-time employment experience working directly with the public
  • No experience
  • Less than 1 year
  • More than 1 year, but less than 2 years
  • More than 2 years, but less than 3 years
  • More than 3 years, but less than 4 years
  • More than 4 years, but less than 5 years
  • More than 5 years
12
Describe your experience working directly with the public.
13
Please indicate the current versions of software in which you are PROFICIENT. (Select all that apply)
  • Microsoft Excel
  • Microsoft Word
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Microsoft OneDrive
  • Microsoft Teams
  • Microsoft SharePoint
  • Microsoft Publisher, Canva, or similar software
  • Microsoft Access or other similar database software
  • JD Edwards
  • Accela
  • Laserfiche
  • Elements
  • Precise
  • Website Management Software
  • GIS or other mapping software
  • Kronos or other timekeeping software
  • None of the above
14
Describe your employment experience working with any of the software listed in the previous question. Include the specific software program and examples of the tasks performed. If no experience, type "N/A".
15
Describe the value the City of Rochester and its residents would gain in having you as a team member.
16
Do you have experience working with diverse populations and/or individuals with backgrounds different than your own?
  • Yes, I have extensive experience in this area.
  • Yes, I have limited experience in this area.
  • No, I do not have experience in this area.
17
Briefly describe your experience working with diverse populations and/or individuals with backgrounds different than your own. If you do not have this experience, type "N/A" in the space provided.
18
Are you able to understand and speak any languages other than English?
  • Yes
  • No
19
If you answered yes to question 18, please list the languages you are able to understand and speak below.
20
CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?
  • Yes
  • No

Required Question

Agency
City of Rochester
Address
201 4th Street SE

Rochester, Minnesota, 55904
Phone
(507) 328-2555
Website
https://www.rochestermn.gov/employment
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