Administrative Assistant (Program Technical Specialist)

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website.

We are committed to supporting a diverse workforce that reflects the communities we serve.

Join an award-winning wastewater industry leader in protecting our environment! Metropolitan Council Environmental Services (MCES) operates and maintains the wastewater collection and treatment system in the Twin Cities metropolitan region. It also provides coordinated long-range water resources and supply planning, and air and water quality monitoring to meet future needs. MCES treatment plants consistently earn state and national awards for complete compliance with their environmental permits. MCES received a Governor's Award as a Great Place to Work.

To find out more about the Environmental Services division, please click on the link for more information: https://metrocouncil.org/Wastewater-Water.aspx.

How your work would contribute to our organization and the Twin Cities region:
The Administrative Assistant (Program Technical Specialist) who will support the Maintenance, Warehouse and Security Department. This position supports the department director, managers and staff of approximately 150 employees.

This position provides the highest level of administrative support for the Maintenance, Warehouse, & Security Department by independently completing complex administrative and technical tasks or actions associated with supporting the division, department or manager. The person in this position must have a high level of detail, use sound judgment to interpret guidelines, maintain confidentiality and sensitivity, create and edit meeting minutes, adapt procedures, and decide approaches to resolve specific problems. The ability to be flexible, multi-task, and to be professional in stressful or deadline-oriented situations is important.

The preferred work schedule Monday-Friday within the hours of 7:00 a.m. - 3:30 p.m..

Notes: This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin. This posting will create a six-month eligibility list for current and future openings.

• Composes original correspondence not requiring the supervisor's personal attention; screens/processes/tracks correspondence; develops agendas.
• Assists Manager in preparing department budget and monitor and tracks the budget and expenditures.
• Coordinates large and complex conferences/meetings/programs and recognition events. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction; sets up and cancels meetings based on knowledge of the subject and attendees; takes minutes at meetings and recognizes and identifies what information can be disseminated and to whom; arranges for special room or equipment needs and/or multiple locations and individuals.
• Prepares purchase requisitions and tracks approval processes for various purchase orders, departmental internet technology requests, and administrative documents.
• Creates required safety courses in Learning Center for Maintenance department staff and enrolls employees for off-site training.
• Reconciles monthly P-card statement and attaches all necessary documentation.
• Reviews timekeeping on a bi-weekly basis for the department.
• Coordinates and monitors the Machinist Apprenticeship program.
• Maintain electronic and physical filing systems including coordinating the transition of paper records to electronic storage.
• Maintain MWH building messaging monitor content.
• Responsible for securing presenters for monthly Maintenance All-Staff Safety meetings.
• Submit eLOD forms & assist with travel arrangements for staff to attend external training opportunities
• Other related duties as assigned.

Any of the following combinations of experience (providing complex administrative support in a medium-to-large organization) and completed education (degree field of study in Business Administration, Public Administration, Communications or closely related field):

• HS Diploma/GED with five (5) years of experience
• Associate's degree with three (3) years of experience
• Bachelor's degree with one (1) year of experience

What additional skills and experience would be helpful in this job (desired qualifications):

• Experience providing administrative support working in a plant facility or industrial environment.
• Experience with project management/coordination of various programs.
• Experience in Public or Government Sector.
• Experience supporting multiple levels of staff including managers, maintenance trades, and technical staff in a union workforce.
• Experience with procurement activities.
• Proficient working with Microsoft Word, Excel, PowerPoint, SharePoint, and Teams collaboration sites.
• Experience managing content on an intranet or Microsoft Teams site.
• Experience working and collaborating in diverse, multicultural, and inclusive environments.

What knowledge, skills and abilities you should have within the first six months on the job:

• Skilled in administration and organizing information including problem solving and accuracy.
• Skilled to be proficient in Word, Excel, Outlook, Power Point, Share Point and Teams.
• Ability to interact and work with people including all levels of internal and external customers.
• Ability to solve diverse problems using specialized standards or precedents.
• Ability to maintain a high level of confidentiality and sensitivity.
• Ability to be flexible and professional in an environment characterized by peak workloads and stressful circumstances
• Knowledge of Metropolitan Council Environmental Services, department programs and operations, and agency policies and procedures.
• Able to perform under limited supervision, recognizing when guidance is needed; ability to take direction from multiple people; able to coordinate with other administrative personnel.
• Able to display independent judgment, initiative, and organization in solving a variety of problems.
• Demonstrate high attention to detail and follow through.

What you can expect from us:

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits and a good work/life balance.

More about why you should join us!

Union: AFSCME Grade E
FLSA Status: Non-exempt
Safety Sensitive: No

What your work environment would be:
You would perform your work in a standard office setting. Work may sometimes require travel between your primary work site and other sites. Must be able to lift 15 lbs.

What steps the recruitment process involves:

1. We review your minimum qualifications.
2. We rate your education and experience.
3. We conduct a structured panel interview.
4. We conduct a selection interview.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council, you must pass a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email HR-OCCHealth@metc.state.mn.us.