Administrative Coordinator

Position Profile

Status : Full-time regular position, Non-Exempt

Pay : $27.59 to $35.87 per hour

Benefits : Qualifies for full-time benefits date of hire

Location : Eden Prairie City Center, 8080 Mitchell Road Eden Prairie, MN 55344

Hours : Standard business hours (8am-4 : 30pm), hours will increase during elections on evenings and weekends to accommodate business needs.

Reporting Relationship : Reports to City Clerk

Administration Department

The Administration department is responsible for working closely with the Administrative Services and Human Resources Director, who works with the City Manager and City Council to support the overall operation of the City and its five operating Departments.

Supporting Divisions include the City Clerk, Communications, Facilities, Finance and Liquor Store Operations, Human Resources and Support Services, and Information Technology.

Position Responsibilities

The Administrative Coordinator supports the City Clerk, Human Resources and Support Services Division with a variety of administrative tasks to assist others in achieving high performance goals for the organization.

The primary position responsibilities and areas of impact are :

• Support Services Support : Provides back-up assistance to the Support Services Division by providing excellent customer services at the information desk, both in-person and on the phone, performing communication center services administrative tasks and filling in for administrative positions throughout the city due to vacations and / or absences.
• Records and Data Practices Support : Assists the City Clerk with the records management program by creating, reviewing, and archiving official records, records management, data practice and City Code.

Assists with the administration of official records, records management, data practices, and maintaining the City Code. Serves as a backup for preparing City Council agenda packet.

• Elections Support : Assists the City Clerk Division by performing the statutory duties of Deputy City Clerk including answering questions of the public as they relate to voter registration and elections, issues absentee ballots to voters, receives and secures voted ballots, maintains the necessary documentation, and reconciles the absentee ballots issued and returned.
• Assists in the recruitment, training, and assignments of election judges including assignment for party balance and maintains the database of election judge data;

Maintains current knowledge of election laws and process and in the absence of the City Clerk, administers elections, if necessary.

Human Resources Support : Assists the Human Resources Division with training administration including the registration process, room set-up, follow-up communication and tracking of participants.

Assists the Human Resources Division with maintaining records per the records retention schedule, proper destruction of documents and electronic files, and responding to data requests.

Assists human resources with the administration of job applications and scheduling of interviews.

While these areas are the primary focus of this position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as a part of their role with the City.

Position Requirements

Education : Associate degree from an accredited college or university with course work in Political science, Public Administration, Business Administration or a related field required.

Significant related experience and certification may substitute for education requirement. Possession of certification(s) as a Municipal Clerk is desirable but can be obtained after hiring.

Work Experience : Minimum of one year of experience in an administrative role required; additional records management, data practices, and election experience preferred.

Technical Skills : Proficiency in MS Office (Word, Excel, PowerPoint, Access, Publisher and Outlook) required. Minnesota Statewide Voter Registration System (SVRS) is helpful but not required.

Physical Requirements : Physical effort is light for the majority of work with lifting or carrying limited to 25 pounds intermittently.

During elections there is considerable effort required to comply with all election laws and regulations. Pressure from deadlines associated with this position occur 20-40% of the time.

During election years the pressure from responsibilities and deadlines associated with this position occur 40-60% of the time.

Working Conditions : Most work is performed in a normal office environment. Occasional driving or riding is required to attend meetings.

During elections there is a change in working hours to accommodate needs of the election.

City of Eden Prairie Values

We are a service organization. We take pride in what we do. We cultivate a supportive, encouraging and productive culture with a strong customer focus.

We promote wellness and plan work / life balance into our goals. We value differences and foster inclusion. We achieve success by exhibiting our core values : collaboration, innovation, integrity, performance and relationships.

Position Specific Expectations

Communication : Able to convey a message to get a point across; communicates in a clear and concise manner; able to write clearly and succinctly;

tailors message to a variety of communication settings and styles.

Composure : Exhibits self-confidence and asserts self appropriately in several different situations; maintains professionalism while under pressure;

can handle stress; energized by tough challenges.

• prioritizes what needs to get done; keeps things neat and orderly; utilizes tools for efficiency; factors several considerations when planning;

establishes methods to ensure routine tasks are completed.

Problem Solving : Ability to tackle a problem by using logical, systematic, sequential approach; makes a systematic comparison of two or more alternatives;

notices discrepancies and inconsistencies in available information; identifies a set of features, parameters or considerations to take into account in analyzing a situation or making a decision.

Project Management : Looks ahead to the future; identifies appropriate objectives and timelines; involves appropriate stakeholders;

continuously monitors project and adapts scope as appropriate; measures results and analyzes outcome; follows through on commitments.

City of Eden Prairie Pre-employment Process

The City of Eden Prairie conducts the following pre-employment checks for this position :

• Professional Reference Checks
• Background Check
• Work History and Education Verification
• Driver’s License Check (must have a valid driver's license and excellent driving record)

All final candidates must successfully complete and pass the City’s evaluation of the pre-employment process prior to their first day of employment.

City of Eden Prairie Application Timeline

Last updated : 2024-05-14