Executive Assistant (Senior Administrative Assistant), Human Resources

Position Description SALARY: Depending on Qualifications Hiring Range: $24.
8346 - $29.
6538/hourly Full Range: $24.
8346 - $36.
4495/hourly Grade 15, Non-Exempt Position, Non-Union Our Mission: "Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All" Our Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable Stearns County derives strength from the diversity of its workforce and provides a welcoming environment where all are respected and valued.
We are seeking an Executive Assistant with excellent communication and technology skills to provide leadership support.
The ideal candidate will be flexible, adaptable, detail oriented, and highly organized.
If you are self-motivated, thrive in a changing environment, and enjoy project-based initiatives, this may be your new career in public service! Stearns County employs nearly 1,000 talented employees whose daily contributions drive our mission, values and strategic plan.
As an HR team, we demonstrate a level of excellence and responsiveness to ensure working at Stearns County is a rewarding experience.
Public service employees are provided a comprehensive benefit package, contributions to a public Pension Plan, and generous time off including paid Holidays, a paid time off plan, and flexible scheduling.
See our Benefits Overview.
Continuous Posting.
Applications will be reviewed in batches based on the date the application was submitted.
Position Objective To provide independent and professional senior administrative support using confidentiality and sound judgement while taking a proactive approach to anticipate and meet the needs of the department that ensures quality customer service to the organization.
This position is responsible for research, project coordination, electronic document and calendar management, meeting preparation, customer service, and assisting with maintenance of policies and labor contracts while supporting County policies and collective bargaining agreements.
Essential Duties and Responsibilities These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.
1.
Provides confidential administrative support by performing word processing, data entry, electronic file organization, report compilation, basic technology assistance, developing correspondence, distributing appropriate materials and the coordination of special projects to maintain accurate and complete documentation.
2.
Coordinates and manages calendars including scheduling meetings to ensure that meetings are conducted, and follow-up items are responded to in the agreed upon timelines.
Communicates information to others as necessary.
Coordinates conference arrangements and reserves meeting rooms ensuring equipment availability.
3.
Monitors the Human Resource Director’s incoming communications for distribution and action items; prioritizes and responds to ensure items are addressed in a timely manner.
4.
Responds to inquiries and requests from employees, officials, and external agencies to provide responsive and professional departmental information.
5.
Collaborates with budget preparation by collecting and reviewing data and trends to provide accurate analysis and recommendations to achieve an approved budget adhering to County policies.
Enters the finalized budget into the electronic budget system.
Reviews invoices and assigns codes ensuring that the budget is maintained within the previously set constraints and that bills are reviewed and paid in a timely manner.
6.
Prepares agendas and minutes for internal and external meetings and committees.
Ensures that minutes are reviewed and posted after approval and action items are processed.
7.
Assists with the coordination of employee relations matters, including preparing documents and PowerPoint presentations.
Assists with the administrative tracking process for employee grievances.
8.
Researches, prepares, reviews and edits County Board action items under the direction of the HR Director.
9.
Assists with the development, drafting and maintenance of Personnel Policies and collective bargaining agreements ensuring applicable updates are made and changes are communicated timely to provide consistent, accurate, and clear information.
Researches, organizes, analyzes and manages collective bargaining data, prepares correspondence and labor relations documents.
Assists with the interpretation and distribution of policies, procedures and collective bargaining agreements.
10.
Reviews timesheet and reimbursement requests to ensure timely approvals and submissions.
11.
Records and files receipts and documents for the Department credit card.
Uploads receipts and codes transactions to budget line items.
12.
Assists with website editing for the department internally and on the public website to provide information, articles, documents, etc.
accurately and in a timely manner.
13.
Assists with the employee onboarding and offboarding process including creating and distributing appointment, resignation and status change notifications, and maintaining the database for tracking vacant positions.
Processes employee status changes.
14.
Coordinates Consolidated Omnibus Budget Reconciliation Act (COBRA) requirements to ensure billings and payments are processed and necessary communications provided to enable desired coverage continuation.
15.
Attends work regularly and in a timely manner.
16.
Performs other duties as assigned or apparent.
Minimum Qualifications and Desirable Knowledge, Skills and Abilities Minimum Qualifications In order to be considered for this position, applicants must possess the following: High School graduate or equivalent Two years of post-secondary education in administrative/office support or similar field and two years of progressively related administrative support experience OR six years of progressively related experience Experience using Microsoft Office Suite Typing speed of 55 words per minute Desirable Knowledge, Skills and Abilities 1.
Knowledge of administrative and office practices, procedures, electronic file management and technology.
2.
Knowledge of English grammar, punctuation and vocabulary and composition of materials.
3.
Knowledge of meeting management and meeting support practices.
4.
Knowledge of county government and services.
5.
Skilled in active listening, critical thinking, and problem solving.
6.
Ability to be self-motivated, organize work and demonstrated attention to detail.
7.
Ability to research, assemble, organize, analyze and present data and statistical reports.
8.
Ability to prioritize tasks in a fast-paced environment and be highly flexible with work demands.
9.
Ability to work successfully in both a team and independent setting.
10.
Ability to follow complex oral and written instructions.
11.
Ability to handle information with discretion and in a confidential manner.
12.
Ability to work collaboratively with all levels of internal management and staff, outside clients, and vendors.
13.
Ability to make appropriate decisions in accordance with precedents and regulations and apply those decisions as required by work situations.
14.
Ability to effectively communicate verbally and in writing.
Accountabilities, Work Environment and Extent of Supervision or Guidance Provided Accountabilities Shared By All Employees 1.
Performs job responsibilities in a manner consistent with the County's mission and values.
2.
Develops and maintains a thorough working knowledge of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
3.
Develops respectful and cooperative working relationships with co-workers.
4.
Informs immediate supervisor of all important matters pertaining to assigned job responsibilities.
5.
Seeks opportunities for further personal growth and development.
6.
Represents the County in a professional manner to all internal and external contacts when doing the County's business.
7.
Complies with all rules and policies in order to maintain a safe work environment.
Work Environment and Physical Demands The primary responsibilities for this position will be performed approximately 100% of the time indoors.
May require travel to offsite locations and minimal attendance at evening meetings.
Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort.
All employees are required to reside within the state of Minnesota.
Extent of Supervision or Guidance Provided Work is performed under the general supervision of the Human Resources Director.
Responsibility for Public Contact Frequent.
Hours of Work, Testing and Interview Dates Hours of Work Normal work hours are 8:00 a.
m.
to 4:30 p.
m.
, Monday through Friday; may include hours outside of normal work hours on occasion.
Potential for a hybrid work environment and flexible work arrangements as determined by employee and supervisor.
Interview Date If you are selected to be interviewed for this position, interviews will be held on a date to be determined.
Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience.
A job specific background check and/or physical, drug and psychological exam may be required before appointment.
If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.