Administrative Assistant

Salary : $22.91 - $27.88 Hourly

Location : City Hall - 6301 Shingle Creek Parkway Brooklyn Center, MN

Job Type : Part-time Regular

Department : Administration

Division : City Clerk

Opening Date : 11 / 14 / 2025

Closing Date : 12 / 1 / 2025 11 : 59 PM Central

Position Summary

The Administration team working under the Direction of the City Clerk is seeking applicants for a Part-Time Administrative Assistant, 25-28 hours per week. This is a great opportunity to work with the Clerk's office and to gain valuable skills!

This position is responsible for providing administrative support to the City Clerk Department. Maintains optimal workflow through efficient office management methods, document management, programs and reporting systems. Duties include independent and team project based work and project management. Projects a professional image with excellent communication skills in-person, by telephone or through electronic systems. Responds to customer inquiries regarding department programs, city ordinances, procedures and services.

Examples of Duties

• Provides administrative, technical and clerical support to assigned Department, Director and department staff.
• Assists in the implementation of department goals and strategic plan (programs, activities, performance system, policies, procedures, etc.).
• Responsible for support and clerical activities for the city's licensing system, licensing issuance, council activities, elections, and similar.
• Assists with meetings, including the preparation of agendas, notices, publications, reports, correspondence and other materials from rough draft copies and / or dictation.
• Regularly creates and updates webpages, publications, handouts, information letters, forms, flyers, newsletters and other public information as instructed by the Director and other department staff.
• Assists with the management of the department licensing database, election software, and programs such as maintaining system design integrity; effective workflow and processes; and maintenance of system codes, fees, descriptions.
• Organizes and maintains hard-copy and electronic document management systems for departments in accordance with city data retention laws and department policy.
• Organizes, manages and provides support for a variety of administrative systems, including coordinating election judges, license tracking, record-keeping and preparing reports.
• Handles difficult public contact problems and makes difficult technical decisions relevant to codes and issuance of licenses.
• Handles correspondence, reports, Council information, and other materials as assigned and in accordance with department policies and data practices laws.
• Types meeting minutes, ordinances, resolutions, reports, correspondence, memoranda, legal documents and other material from rough draft copies and / or dictation.
• Assists in the preparation of department reports and power point presentations.
• Responds to public inquiries regarding department programs, policies, procedures, and services, and complaints in-person, over phone, by email, citizen request systems and other electronic means.
• Organizes and manages department records management program including record retention, storage of plans and archiving of department files.
• Prepares reports routinely or as requested. (General department information, year-end reports, etc.)
• Conducts research projects and prepares reports and presentations for department Director and manager, and staff.
• Assists City Clerk and staff in managing schedule and making arrangements for internal and external meetings.
• Assists with general City projects, operations and materials.
• Performs other duties as assigned.

Minimum Qualifications

An equivalent combination of education and experience may be considered.

Supplemental Information

Desirable Requirements

There are no benefits associated with this position.

01

Do you have a high school diploma, GED or equivalent?

02

Do you have an associate's degree or equivalent experience?

03

Do you have experiencing working with Microsoft Office 365 (Outlook, Word, Excel)?

04

Rank your proficiency with each computer program. Rating 1-5 with 1 being the lowest and 5 being the highest. Microsoft : Word ExcelPowerPointPublisherAccess LOGIS PIMs

05

Please list your highest level of education.

06

Please tell us about any other training, work or volunteer experience that makes you qualified for this position.

07

Do you have two years of election administration experience including statewide voter registration software (SVRS) experience.

08

Aside from English, please indicate any of the following languages, including sign language, that you are fluent in?

09

I have completed the online application in detail with all work history and duties. In addition, I have answered all supplemental questions in detail.

Required Question