Administrative Assistant Public Works

Why Minnetonka
Supportive culture Work-life fit Well-being Employee-focused Make a difference
Our greatest asset are our people. City of Minnetonka employees work together to drive change and make a meaningful impact on the community. We support one another in our personal and professional lives. You can expect to make a difference because in Minnetonka you and your work matter.

The Public Works Department reception area serves as the primary point of contact for callers and visitors. This position provides high-quality customer service and comprehensive administrative support to multiple divisions within the Public Works Department.

Essential Duties:

• Serve as the first point of contact for callers and visitors to the Public Works Department.
  • Provide information answer questions or direct individuals to the appropriate staff or division.
• Process/enter employee time keeping records.
• Route/process accounts payable documentation.
  • Prepare requests for payment.
  • Process department credit card purchases.
  • Track union allowances for various clothing items.
• Provide administrative support and process data for multiple divisions including Parks Streets Facilities Engineering Natural Resources Utilities and Fleet.
• Assist with procurement of materials and services including performing price comparisons reviewing invoices coordinating with vendors and ensuring adherence to purchasing policies.
• Assist divisions with residential mailings.
• Maintain the departments training database including data entry training files record updates and report generation.
• Coordinate weekly uniform delivery review/approve charges and track uniform repairs.
• Generate and review monthly fuel reports reviews and prepares monthly submittals to required regulatory agencies.

• Maintain the Public Works reception area bulletin boards break room office supply area and administrative office equipment (computers printers scanner copier fax).
• Sort and distribute incoming and outgoing mail.
• Order stock and organize office supplies and coffee station.
• Coordinate weekly communication updates to public works employees.
• Update and maintain Water Fill Station permits and watering permits.
• Assist with grant program documentation payments and reporting requirements.
• Perform record filing and retention duties following city guidelines.
• Generate Call Back List for weekend on-call shifts.
• Perform other tasks as assigned.

Minimum Qualifications:

• A commitment to and belief in the organizations shared values
• High school diploma or equivalent
• Two years of customer service experience
• Two years of experience using Microsoft Office Products
• Demonstrated maturity professionalism confidentiality initiative and and the ability to remain focused on tasks and the ability to meet deadlines

• Two-or four-year post-secondary degree
• Experience in a municipal Public Works department
• Three or more years of customer service experience
• Experience in public sector position involving receptionist and telephone support duties

Knowledge Skills and Abilities:

Knowledge of:

• Best practices in customer service
• Administrative support procedures
• Office equipment and computer systems
• Microsoft Office applications

• Providing excellent customer service
• Operating office equipment (telephone console computer fax copier scanner and printers)
• Organization prioritization and multi-tasking and ability to effectively manage workload and time commitments/expectations.
• Using Microsoft Outlook Word and Excel

• Communicate clearly efficiently and professionally with internal and external customers
• Demonstrate diplomacy empathy and cooperation
• Learn departmental structure functions and procedures
• Work independently with minimal supervision
• Exercise sound judgment and maintain confidentiality

Not Sure You Meet All the Qualifications
If this role interests you but youre unsure about meeting all the listed requirements we encourage you to apply! Your unique experiences may be more relevant than you think and we value both technical skills and diverse perspectives.

How to Apply:

1. Click Apply at the top of the page before the closing date.
2. Submit these documents via the online application system (no zip files or links):
   • Resume
   • Cover Letter
3. Questions Contact Human Resources at .

Hiring Process:

• Open Job Posting:Requisition is open and accepting applications.
• Selection Process: Qualified applicants join a candidate pool. Hiring managers select candidates for interviews and/or assessments. Youll be notified if selected.
• Pre-Employment Screening: This may include a drivers license a criminal history background check a drug test a physical exam a work assessment or simulation and if education-based proof of qualifications.

Contact Us:
For position-related questions email Katie Xiong at .

Veterans Preference:
Veterans can request preference under MN Statute 197.455 by submitting a DD214 with their application.

Equal Opportunity Employer:
The City of Minnetonka values diversity and does not discriminate based on race color creed age religion national origin marital status disability sex sexual orientation familial status public assistance status or other protected classes.