Community Services Administrative Assistant

POSITION SUMMARY
Provides primary general customer service and department-wide administrative support, with emphasis on Arts and Culture, resident communications, transactions, records, reporting, public information, and coordination of shared office systems.

EXPECTATIONS OF EMPLOYEE
• Demonstrates ingenuity, service excellence, and integrity expected from all City staff as defined by our core values and code of conduct.
• Develops and maintains a thorough working knowledge of City policies and procedures to help facilitate compliance with such policies and procedures.
• Exhibits respectful and cooperative relationships with coworkers, City management, City Council, the general public, consultants and contractors.
• Serves as an integral part of the Department team.

ESSENTIAL FUNCTIONS
• Serve as the primary point of contact for department phone calls, general email inquiries, and walk-up customers; route technical matters to the appropriate staff member.
• Serve as the primary administrative contact for Arts and Culture programming and resident inquiries.
• Under the current commission structure, serve as staff liaison to the Arts and Culture Commission; prepare meeting agendas and minutes; record proceedings; maintain electronic records; and attend meetings.
• Attends monthly Arts and Culture Commission meetings, assist with Arts and Culture events and related grant applications, administration, tracking, and reporting.
• Process and reconcile payments and refunds for permits, licenses, park rentals, and other departmental transactions in accordance with City procedures.
• Processes mobile food vendor license applications, special event permit applications and drafts related city council reports and resolutions.
• Prepare monthly and annual permit reports and assist with the preparation of the department's annual report.
• Assist in maintaining accurate department information on the City website.
• Prepare routine public-facing materials, including Public Works door hangers, mailings, City Hall closure signs, and other notices.
• Print and scan maps using the plotter and provide general document-production support.
City of North St. Paul
• Maintain physical and electronic filing systems consistent with adopted records-retention schedules and process assigned data requests.
• Participate as a member of the Safety Committee.
• Serves as Notary Public.
Provide backup administrative coverage and perform other related duties consistent with the position's purpose and classification.

SUPERVISORY RESPONSIBILITIES
None

KNOWLEDGE, SKILLS, & ABILITIES
• Customer Service practices and the ability to communicate clearly and respectfully with residents, applicants, colleagues, and partner agencies.
• Administrative procedures, records management, payment processing, proofreading, data entry, and preparation of routine reports and correspondence.
• Ability to learn and use municipal software and productivity systems, including SharePoint, OpenGov, CivicRec, payment systems, website tools, printers, scanners, and plotters.
• High level of organizational skills, maintain confidentiality, exercise sound judgment, and manage frequent interruptions.
• Ability to explain processes without providing technical or policy determinations outside the position's authority and to route those matters appropriately.
SAFETY
It is the responsibility of all City staff to promote and contribute to a safe work environment. This is accomplished by proactively identifying and correcting the unsafe condition or notifying the appropriate personnel to address the problem.
All employees shall follow all City and other applicable safety policies and procedures related to
the job. Operates all equipment according to proper safety procedures and standards.
City of North St. Paul
WORK ENVIRONMENT
The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SCHEDULE
The work week will consist of 40 hours of work, with the potential for scheduled and
unscheduled overtime hours including monthly evening meetings and occasional attendance at City-sponsored events as determined by the City Manager or as required by the job.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job the employee is regularly required to stand, reach with
hands and arms, use hands and fingers, climb and balance, stoop, kneel, crouch, crawl, talk,
hear, and walk. The employee must have the ability to regularly life and/or move up to 25
pounds.
LANGUAGE SKILLS
Ability to read and interpret documents, correspondence and procedural manuals, City policies,
ordinances and contracts, and state statutes. Ability to use grammar and spelling to effectively communicate orally and in writing. Ability to effectively present information and
respond to questions from employees, supervisors, the general public, and elected officials
using courtesy, tact, and judgement.
MATHMATIC SKILLS
Ability to make arithmetic computations using whole numbers, fractions, and decimals. Ability to compute rates, ratios, and percentages.
REASONING ABILITY
Ability to solve and deal with practical problems. Ability to interpret a variety of instructions in
written, oral or other forms.
_____________________________________________________________________________________________
The abilities, duties, and responsibilities listed above are intended only as illustrations of the various types of work that may be performed. The omission of any specific statement of abilities, duties, or responsibilities does not exclude them from the position if the work is similar, related, or a logical assignment of the position. The position description is subject to change by the employer as the needs of the employer and the requirements of the job change.
_____________________________________________________________________________________________

MINIMUM QUALIFICATIONS
• High school diploma or equivalent.
• Two years of progressively responsible office administration and public-facing customer service experience, or an equivalent combination of education and experience.
• Proficiency with standard office software and administrative procedures.
• Strong communication, organization, customer service, and records-management skills.
• Ability to manage multiple priorities and maintain accurate records.

PREFERRED QUALIFICATIONS
• Previous experience working in a municipal or other public-sector environment.
• Experience with records management, document retention, or related administrative systems.
• Eligibility for or possession of a Minnesota Notary Public commission.
• Experience using specialized administrative or public-facing software applications.