Salary: $20.50 - $30.74 Hourly
Location : Chaska Government Center, MN
Job Type: Full-Time
Job Number: 02714
Division: Public Services
Department: Facilities Services
Opening Date: 05/15/2024
Closing Date: 5/29/2024 4:30 PM Central
JOB SUMMARY
The Administrative Assistant for Facilities plays a crucial role in facilitating the administrative operations of the Facilities department. The Administrative Assistant role will have a variety of tasks ranging from contract review, invoice management, and general clerical support. This role will handle various responsibilities including but not limited to: Reviewing and analyzing contracts, ensuring compliance and accuracy, assisting with the preparation of claims and processing invoices, monitoring and maintaining expenditure records, providing assistance to clients as well as the public and directing inquiries to the appropriate channels for response. This position will also complete other duties as assigned.
TYPICAL DUTIES AND RESPONSIBILITIES

• Responds to requests for information from the general public, staff, and/or other interested parties; answers routine questions; directs callers/visitors to appropriate locations or staff.
• Prepares, reviews, and/or processes a variety of routine correspondence, logs, information, paperwork, invoices, forms, and/or other related information in assigned area of responsibility; keys information into applicable spreadsheets and/or databases.
• Receives, sorts, and distributes a variety of correspondence, deliveries, and mail; makes photocopies; and faxes documents.
• Files documents alphabetically, numerically, or by other prescribed methods in established filing systems.
• Monitors and restocks office supplies and materials.
• Maintains records of activities and prepares operational reports.
• Accepts standard payments and issues receipts, reconciles petty cash, reviews and processes invoices, and maintains assigned budget by monitoring and controlling expenditures.
• Performs other duties of a similar nature or level.

MINIMUM QUALIFICATIONS

• High School Diploma/GED and 2 years of administrative support or related experience

or

• Associates Degree in related area

SCORED EXAMINATION PROCESS

All applications will be screened for minimum qualifications, scored and ranked. The highest ranked candidates meeting minimum qualifications will be recommended for the scored oral examinations (interviews). Final selection for the position will include successful completion of oral interview(s), reference checks, and background investigation.
01

What is the highest level of education completed?

• GED or High School Diploma
• Associates Degree or Technical Certificate
• Bachelor's Degree
• Master's Degree or higher

02

How many years of administrative support experience do you have working with facilities, trades, construction or similar do you have?

• Two years to less than three years
• Three years to less than five years
• Five years or more

03

If you indicated experience above, please describe it below. If you do not have this experience, enter N/A.
04

How many years of experience do you have using Microsoft Outlook?

• One year to less than two years
• Two years to less than three years
• Three years or more

05

How many years of experience do you have using Microsoft Teams?

• None/less than one year
• One year to less than two years
• Two years to less than three years
• Three years or more

06

How many years of experience do you have preparing invoices and tracking expenses?

• None/less than one year
• One year to less than two years
• Two years to less than three years
• Three years or more

07

Please indicate the areas below in which you have work experience. Select all that apply.

• Contract Creation / Review
• Processing Invoices & Budget Tracking
• Working with maintenance vendors

08

How many years of professional level work experience do you have providing customer service in the facilities, trades, construction or similar industry?

• Yes
• No

09

Please describe the customer service work experience that you possess. If you do not have this experience, please enter N/A.
Required Question