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Administrative Assistant Admin./HR

Aitkin County, Minnesota
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Job Summary
To provide office support for Administration and the Human Resources Department, including duties that are of a private and confidential nature.
 
Supervision Received
Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks. 
Supervision Exercised
No formal supervisory authority. 
 
Essential Functions
This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.
 
  1. Serves as receptionist and coordinates all front office activities, including screening calls and visitors, greeting and directing the public to the appropriate department, taking messages, returning calls, processing mail, scheduling meetings and interviews, coordinating communications, reserving and setting up meeting rooms and Skype sessions, preparing vouchers, tracking expenses, ordering supplies and equipment, maintaining and stocking the copier, fax, and printers, and other related tasks.
  2. Coordinates the timely preparation of County Board agendas, ensures accuracy and completeness of agenda items, attends County Board meetings, prepares minutes, and ensures publication, recording, dissemination and filing of all official County Board activities in accordance with applicable statutes and County Board protocol. May serve as Clerk to the County Board in the absence of the County Administrator and have signing authority as Clerk to the County Board. Prepares agenda cover sheets and resolutions (e.g. for Engineer, Assessor, and VSO reappointments, resolutions setting elected official salaries, and minimum salaries for elected officials prior to election years, etc.). 
  3. Assists with multiple recruitment activities, payroll processing tasks (back-up), drug and alcohol testing, employee benefits, processing new hire forms, workers compensation, training coordination, and other personnel related tasks as assigned. Maintains strict confidentiality. Monitors Administration and HR websites (internet and intranet) for accurate data and submits updates to IT as needed.
  4. Researches, gathers, and analyzes information as requested related to the budget, labor relations or special projects, has access to confidential data as needed to perform these duties. Inputs budget data. Compiles salary and benefit surveys. Creates spreadsheets, graphs, PowerPoints, flyers, brochures, and certificates. Tracks employee recognition dates and awards. Assists with data requests as assigned, including copying and redacting as applicable. Identifies cause for monthly or annual budget expenditure and revenue increases and decreases.
  5. Creates and maintains an organized filing system, including all records assigned by the County Administrator, HR Director, County Board records, and correspondence. Performs scanning. Collects forms and tracks receipt of incoming signed policy acknowledgment forms, open enrollment, performance evaluation forms, and other documents.
  6. Coordinates central services activities such as purchasing, meeting room scheduling, facility needs, non-employee accident reports, etc.
  7. Prepares various committee agendas and prepares and distributes minutes as assigned. E.g. Safety Committee and others upon request. May be assigned to lead the Safety Committee.
  8. Assists other departments as assigned and trainees as needed.
  9. Attends training and seminars to maintain and expand skills.

  • Performs other related duties as assigned or apparent.
Minimum Qualifications
Associate’s degree in an Administrative Assistant or related program, plus three (3) years related experience; or an equivalent combination of education and experience to perform the essential functions of position. Must be proficient in Microsoft Word and Excel software. Must have the ability to focus and work productively with continual interruptions.
 
Employment reference checks and a criminal background check will be performed as part of the pre-employment process.
 
Valid MN’s driver’s license required.
 
Knowledge, Skills, and Abilities Required
Knowledge of: 
  1. County and departmental policies, procedures, and practices.
  2. Federal, State, and local laws, rules, and regulations relevant to the work performed in this position, including basic knowledge of the MN Government Data Practices Act and the open meeting law.
  3. Modern office practices, procedures, and standard office equipment including the use of computers.
  4. Local government organizational structures.
 
Skill in:
  1. Interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
  2. Typing skill sufficient to complete 45 net words per minute without errors.
  3. Analytical and problem solving skills.
  4. Independent decision-making skills.
  5. Reading, writing, and speaking English proficiently.
  6. Strong computer skills. Considerable knowledge of Microsoft Word and Excel. Basic knowledge of PowerPoint sufficient to create slide presentations.
  7. Sorting and filing information alphabetically and numerically.
  8. Performance of arithmetic computations for budgeting purposes.
  9. Writing sufficient to compose and edit a variety of documents using correct spelling, grammar, and punctuation, with the ability to pay close attention to detail and proofread work carefully.
  10. Organizing and prioritizing workload.
 Ability to:
  1. Present a positive attitude in the workplace, promote a spirit of teamwork and cooperation, and be able to treat co-workers, supervisors, and others with respect, honesty, and consideration.
  2. Consistently perform accurate data entry.
  3. Ability to exercise good judgment when interacting with state and local officials, County personnel, County employees, other government agencies, and the general public.
  4. Ability to work with budget and statistical information. 
  5. Ability to compile agendas and accurately record meeting minutes.
  6. Exercise independent judgment, strong communication skills, time management and organizational skills.
  7. Maintain data privacy and confidentiality as required.
 
Language Skills
Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.
 
Mathematical Skills
Basic Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
 
Reasoning Skills
Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills
To perform this job successfully, an individual should be proficient at using the following software. 
                                                                                          
County Financial System (IFS), County Payroll Software, E-time, Microsoft Word, Excel, Outlook, PowerPoint, and other job-related software.
 
Ability to Travel
Occasional travel required for trainings or errands in and out of Aitkin County.
Competencies
To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):
Ethics, attendance/punctuality, safety and security, dependability, analytical, problem solving, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, quality management, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, and initiative.
Work Environment
The noise level in the work environment is usually quiet to moderate.
Equipment and Tools
Computer, copier, fax, telephone, printer, shredder, calculator, Liberty recorder, projector, county-owned vehicles, and personal vehicle (requires proof of insurance on file).
 
Physical Activities/Requirements
Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 20 pounds.
 
While performing the duties of this job, the employee performs light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. 
 
Working safely is a condition of employment. Aitkin County is a drug-free workplace.
 
Disclaimer
The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.
 Reasonable Accommodation Notice
The County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
12/26/2019 - draft
 
 
 
 
Our Vision: We strive to be a county of safe, vibrant communities that place value on good stewardship of local resources.
Our Mission: Aitkin County’s mission is to provide outstanding service in a fiscally responsible manner through innovation and collaboration with respect for all.
Our Core Values: Collaboration, Innovation, Integrity, People-Focused, Professionalism