General Description POSTING TYPE: Open Competitive DEPARTMENT: Public Health HOURS: Full-time temporary up to six months and non-benefit eligible HIRING RANGE: $25.82 - $29.05/hour LOCATION: Northern Service Center, West St. Paul UNION: None SUPERVISOR: Thostenson CLOSE DATE: Open until 4:30 p.m. on 10/22/2024 This position is full-time and temporary for a period of up to 6 months (non-benefit eligible). Come join us at Dakota County and "Be more". Dakota County employs over 2,000 skilled individuals whose talents and contributions makes Dakota County a premier place to live and work. The work County government does is unique. Dakota County offers important careers the kind of careers that make a difference in people's lives. Dakota County welcomes and is inclusive of diverse people, backgrounds, and perspectives. The County aims to reflect the community and clients it serves and fosters an equitable and respectful working environment where everyone is empowered to be their authentic selves. The Administrative Specialist is a critical team member who assists with the day-to-day internal administrative operations of the Public Health Department, which supports the important work of staff to better the lives and well-being of all Dakota County residents. Location & Schedule This position works out of the Northern Service Center in West St. Paul, MN. Work is performed Monday through Friday during regular business hours (8:00 a.m. to 4:30 p.m.). What You ll Do This position provides a variety of high level administrative services for the Public Health Department including providing support to the department with the hiring process, interview arrangements, communicating with candidates, maintaining personnel records, posting jobs to recruiting sites, onboarding and other personnel tasks and responsibilities. Additional tasks may include coordinating meetings, trainings, and special events, preparing, writing and producing reports and presentations, assisting with general office, program support and front desk coverage. The ideal candidate possesses strong writing/editing and communication skills, is highly organized and flexible, detail oriented, and has experience managing multiple priorities in a complex and fast-moving environment. The successful candidate has a track record of progressively responsible administrative experience, has demonstrated skills with Word, Outlook, Excel, PowerPoint, and a passion for public service. Duties & Responsibilities These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions. Provide administrative support to Public Health Department staff. Provide communication services, including, responding to staff and partner questions and concerns via phone or email, and discussions with individuals to give and gather information as requested. Maintain calendars and schedule meetings as appropriate. Take, transcribe, and post meeting minutes. Compose correspondence from general instructions or by following knowledge of policies and procedures. Perform advanced document processing such as newsletters, reports, pamphlets, summaries, correspondence, and complex presentation materials using Microsoft products; proofread and edit documents for spelling, grammar, punctuation, and overall document quality. Scan and edit images. Manage assigned administrative information by tracking, updating, compiling, and preparing reports. Develop and maintain filing systems; ensure information is available, well organized, and easily retrievable. Maintain, revise, and distribute program policy and procedure information. Perform general administrative duties for the department, the County and similar programs, and committees. Coordinate implementation of various county, division, and /or department initiatives, including repre enting the department on steering committees and servicing as a liaison to appropriate departments. Perform other duties and functions assigned to support department functionality such as, but not limited to, the coordination of work orders, preparation and management of department-wide committee minutes and agendas. Perform emergency response functions as trained and assigned within the County and/or Department s emergency response plan. Other duties and tasks as assigned. ESSENTIAL FUNCTIONS: Duties 1 through 13 Knowledge, Skills & Abilities and Work Environment SKILLS CRITICAL TO SUCCESS General knowledge of office procedures, practices, and equipment General knowledge of business writing: grammar, spelling, and punctuation Ability to communicate effectively, both verbally and in writing Ability to manage multiple tasks and adapt to frequently changing work demands Ability to interpret and comprehend either complex or incomplete written and verbal instruction Ability to work independently under minimal supervision and problem solve while demonstrating good judgment Ability to operate personal computer equipment, Microsoft Office, and required software Ability to provide technical support to Director, Deputy Director, and other members of the management team Ability preserve confidentiality of sensitive materials and/or information Ability to use tact and discretion as appropriate Ability to work effectively and professionally with the public, department and county associates, elected officials, and outside agencies from diverse cultural and ethnic backgrounds Ability to organize work effectively and efficiently by prioritizing and coordinating work according to internal and external stakeholder needs Ability to understand the mission and vision of Dakota County, the department and program operational guidelines, business practices, staff needs, and customer service outcomes WORK ENVIRONMENT: Work is performed within a County office building. Travel may be required for some positions. Lifting requirement of up to 20 pounds on an occasional basis. Frequent wrist and finger manipulation due to computer work, filing, compiling, or calculating. Equipment used may include, but is not limited to, computer, printer, scanner, peripherals, calculator, telephone, and copy and fax machines. WHO ARE WE Dakota County is Minnesota s third largest county and home to more than 400,000 residents. Our motto is Be More and we strive every day to achieve excellence public service, with a focus on four values: Service, Integrity, People, and Innovation. Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds, and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware work environment where everyone can be their authentic selves. BENEFITS Comprehensive and affordable medical, dental, vision, and other benefits Excellent work-life balance Generous paid time off (accrual rate starts at four weeks per year) Eleven paid holidays each year Pension with a generous employer contribution Ability to work from home some of the time SELECTION PROCESS You submit an online application that includes supplemental questions We assign you a score based on your qualifications Top scoring candidates are referred to the hiring manager for interview consideration We conduct background and reference checks before hiring