Administrative Assistant to Police Administration

Position Description

Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Enhance executive staff effectiveness by providing information, management support and performing confidential and administrative duties.

The City of Minneapolis does not sponsor applicants for work visas.

Job Duties and Responsibilities

• Respond to and resolve administrative problems and issues for the executive team and Police Chief.
• Lead and manage a variety of projects for the executive staff.
• Maintain and log union grievances and may prepare grievance correspondence.
• Develop and oversee the maintenance of complex filing and computerized record systems.
• Answer inquiries, make appropriate referrals, interpret policies and procedures, set up meetings and handle complaints.
• Maintain office supplies inventory monitor stock to determine inventory level, anticipate needed supplies, evaluate new office products, place and expedite orders for supplies and verify receipt of supplies.
• Coordinate office space for new hires and transfers.
• Conduct on-boarding and off-boarding of support staff.
• Research and develop equipment purchase proposals.
• Manage Administrative Announcement newsletter and online database.
• Process invoices for MPD hosted events and reconcile credit card purchases.
• Coordinate and oversee all MPD promotional and award ceremonies.
• Assist in planning and scheduling meetings, conferences, teleconferences and travel.
• Assist executives by reading, researching and routing correspondence drafting responses, letters, notifications, reports, contracts, memos and documents collecting and analyzing information initiating telecommunications.
• Assist in the preparation of meeting arrangements for presentations to various groups and committees (video supplies, laptops, room reservations, food, etc.).
• Assist with budget preparation, contract preparation, annual reports, special reports and other related administrative processes.
• Welcome guests and customers by greeting them in person or on the telephone and answering or directing inquiries.

Required Qualifications

MINIMUM EDUCATION
High school diploma or equivalent

MINIMUM EXPERIENCE
Three years of progressive related experience, to include providing support to multiple executives and administrative project coordination.

LICENSES/CERTIFICATIONS
None required.

Knowledge, Skills and Abilities

• Ability to plan, prioritize and organize a diversified workload.
• Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, City Council and community members.
• Excellent of level written and verbal communication skills.
• Demonstrated proactive approach to problem-solving with strong decision-making ability.
• Team player with the ability to also be effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose—serving the residents, businesses and visitors of Minneapolis.

The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.

Benefits Summary
Our employees enjoy competitive salaries and generous benefits. We pride ourselves on a comprehensive benefits program that supports employees health and financial well-being. Programs, resources, and benefit eligibility varies based on position, average hours worked, location and length of service. For detailed benefits information, please visit the benefits page.

New 12 weeks of paid parental leave
City employees are eligible for up to 12 weeks of paid parental leave in the event of a birth or placement for adoption of a child.

Insurance
Health insurance
Eligibility for benefits begins the first of the month following employment date. The City of Minneapolis offers eligible employees one plan design with a choice of six provider networks, allowing you to select the best option for you. Available plans include Medica Choice Passport, Medica Elect, VantagePlus with Medica, Park Nicollet and HealthPartners Medical Group First with Medica, Ridgeview Community Network powered by Medica, and Clear Value with Medica.

Dental insurance
The City of Minneapolis offers dental insurance through Delta Dental of Minnesota and pays 100% of the monthly premium for eligible employees.

Benefits
Paid time off
Our generous leave package includes vacation, holidays and paid sick leave, which gives employees the opportunity to enhance their quality of life outside work. Amounts and accrual rates are based on years of experience and collective bargaining agreements.

Retirement
City employees earn a pension and may choose to participate in additional retirement savings programs.

• Pension: The City of Minneapolis participates in the Public Employees Retirement Association (PERA). Employees and the City both contribute a percentage of your pay to fund future benefits.
• Deferred compensation : Employees may choose to participate in pre-tax or after-tax savings plans through the Minnesota State Retirement System (MSRS).

• Metropass: The Metropass program allows eligible employees to enroll in a pass for unlimited bus or light rail rides at a discounted price.
• Parking or Van Pool: The City of Minneapolis Transportation Benefits Plan gives you options to pay certain commuting costs, such as qualified parking and van pool expenses, with pre-tax dollars.