Job Information
Ramsey County Administrative Assistant 3 in (Ramsey County Courthouse) Saint Paul, Minnesota
Administrative Assistant 3
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Administrative Assistant 3
Salary
$57,852.12 - $85,706.90 Annually
Location
(Ramsey County Courthouse) Saint Paul, MN
Job Type
Full Time
Remote Employment
Flexible/Hybrid
Job Number
2024-00608
Department
30D07-CoAtty/Trial/ClerStaff
Opening Date
06/28/2024
Closing Date
7/12/2024 11:59 PM Central
Description
Benefits
Questions
Basic Function
The current vacancy is in the County Attorney's office. The eligibility list created by this vacancy may be used to hire other vacancies in the department or County.
To provide administrative support to a department head or administrator of a major program function; to supervise and direct the work of clerical and technical employees providing a comprehensive range of office support services. Additionally, maintain regular contact and communication with stakeholders, residents, community partners, and development staff. Provide and obtain program resource information, develop data gathering tools, collect survey information, compiling summary data, and write reports. Perform additional related duties as assigned.
This position will have supervisory responsibilities. Knowledge of working in a law office is preferred.
Flexible Workplace
This position is identified under the designation of ‘flex work eligible’, meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two-days per week are performed in office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county’s flexible workplace policy. To view Ramsey County’s Flexible Workplace policy, go to: Flexible Workplace policy (https://public.powerdms.com/Ramsey/tree/documents/1657939) .
If an internal candidate is selected, salary will be set in accordance with the personnel rules (i.e., promotion, transfer, or voluntary reduction).
To view or print a copy of the complete Ramsey County job (class) description for this position, go to: Job Descriptions (http://www.governmentjobs.com/careers/ramsey/classspecs) . Once at this page, you can browse the alphabetical list or search for a job description.
Examples of Work Performed
Promote a diverse, culturally competent, and respectful workplace.
Complete Request for Board Action documents (RBA’s) for a department, gathering necessary information to write summaries and resolutions; compile information from staff and create charts, or other attachments; make recommendations on the form and content of the document, and make revisions as necessary.
Screen supervisor's incoming calls and mail; independently respond to inquiries, complaints, and concerns by gathering and providing both technical and routine information on department programs and services; route remaining calls and mail to supervisor or appropriate departmental staff; handle confidential information with discretion and maintain compliance with the Minnesota Data Practices Act in releasing information.
Act as liaison with other county departments, the county board, and other federal, state or local government or law enforcement agencies.
Act as liaison between supervisor and subordinates; transmit information and assignments and ensure that assignments are completed in a timely manner.
Compose and type correspondence to request information, clarification or documentation, answer complaints or supply information on both routine and substantive matters, requiring technical knowledge and interpretations of a variety of rules and regulations.
Gather information, make calculations and prepare statistics to assemble a variety of reports, charts or manuals; assist in the development, layout and design of public relations reports or brochures; gather information on various topics for supervisor's use in speeches, presentations or grant writing depending on assignment. May gather information and conduct research on special projects assigned by supervisor.
Supervise, direct and evaluate the work of a group of clerical or technical employees providing administrative support; ensure proper coverage at all times; schedule staff to meet deadlines and handle emergencies; may schedule work assignments, coverage and vacations of professional staff requiring a knowledge of department needs and practices and using previously established guidelines and personnel practices.
Assist in the development and implementation of administrative policies and procedures; analyze problems, gather materials, review present procedures as well as procedures used in other jurisdictions; develop alternative solutions and prepare reports or recommendations related to findings.
Assist in the preparation, analysis and presentation of the department budget, department contracts, grant applications or financial statements; assemble data and compile budget estimates; write narrative section for budget requests; assist in planning and administering budgetary controls; process budget related paperwork and maintain accounts; monitor expenditures and revenues so that the department can make appropriate adjustments to stay within budget.
Develop office procedures and obtain supplies and equipment that will ensure the department's ability to meet its administrative support needs; may coordinate the maintenance and repair of buildings and equipment; set priorities for carrying out administrative support functions.
Provide administrative assistance in arranging meetings and conferences: prepare agendas, schedule times, gather needed information and materials, take and distribute minutes; represent supervisor in both internal and external meetings as requested; ensure that all necessary topics are discussed at meetings and does follow up to see that appropriate staff are contacted, required actions are taken, and deadlines are met.
Maintain calendar for supervisor by scheduling appointments, meetings, hearings, conferences and travel plans; schedule and arrange supervisor's activities so that deadlines and time schedules can be met; make travel arrangements and processes necessary paperwork.
Provide general administrative support; develop and maintain filing and information retrieval systems, both manual and automated, that will ensure information is readily accessible, that deadlines will be met, and that file management and retention policies are being followed; use computer applications such as Microsoft Office and file management systems and suggest new applications based on department needs.
Provide support and direction with a data management system as it pertains to technologies that execute various business policies and rules while contributing to the information and compliance-based requirements of customers and shareholders.
(The work assigned to a position in this classification may not include all possible tasks in this description and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position’s management approved work schedule is required.)
ESSENTIAL FUNCTIONS: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15.
Minimum Qualifications
Education: High school diploma or equivalent.
Experience: Nine years of clerical experience, including two years of administrative support or related experience, and three years as an Administrative Assistant 2 or equivalent.
Substitution: Post high school college education can substitute for the general clerical experience on a year-for-year basis for up to four years of experience.
Certifications/Licensure: None.
Exam/Screening Process Information
The examination process will consist of the following section with each section weighted as indicated:
Training and Experience Rating = 100%
The examination for Administrative Assistant 3 will consist of a training and experience rating, comprised of the questions in the attached supplemental questionnaire. Not all applicants who meet the minimum qualifications will pass the training and experience rating. The rating on this supplemental questionnaire will depend on your answers to the questions – do not mark “see resume” or “see work history” as a response. Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination.
Eligible List: The names of all applicants who filed a properly completed application and passed the examination/screening process shall be placed on the eligible list for an employment opportunity as an Administrative Assistant 3 . This list will be certified to the appointing authority which may use this list to conduct interviews to fill a vacancy. Candidates will remain on the list for 3 months or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted, informing them that the list has been posted and their rank on the list.
Veteran's Preference: This is a classified position requiring an open, competitive selection process. Veteran's Preference points will be applied after a candidate passes the examination process. Applicants who are eligible for veteran's preference should update their veteran's DD214, and other supporting documents, and submit them as an attachment at the time of application.
Criminal Background Checks: All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. However, making false statements or withholding information will cause you to be barred from employment, or removed from employment.
E-Verify Participation: Ramsey County participates in the federal E-Verify program. This means that Ramsey County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Ramsey County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
Equal Opportunity Employer: Ramsey County provides equal access to employment, programs, and services without regard to race, color, creed, religion, age, sex (except when sex is a Bona Fide Occupational Qualification), disability, familial or marital status, sexual orientation or gender identity, public assistance status, place of residence, political affiliation, or national origin.
Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of its workforce. The county strives being equitable, inclusive, transparent, respectful, and impactful in how we serve and engage with residents, as well as Ramsey County employees. Advancing racial equity ensures all people who need access to opportunities and services we provide, will receive them. Racial equity is achieved when race can no longer be used to predict life outcomes, and outcomes for all are improved.
To print a paper application for this posting click Paper Application (https://www.ramseycounty.us/sites/default/files/Departments/Human%20Resources%20Dept/RAMSEY%20COUNTY%20EMPLOYMENT%20APPLICATION.pdf) . You will need to print this posting and answer the supplemental questions associated with this exam and submit them with your completed paper application.
For further information regarding this posting, please contact Megan.Simmons@co.ramsey.mn.us