Administrative Assistant Senior

Full Job Description

The current vacancy is in the Countywide Operations department. The eligibility list created by this vacancy may be used to hire other vacancies in the department or County.

To provide a comprehensive range of office and administrative support; perform assignments that require specialized technical skills; duties that require independent judgment and decision-making; tasks include a broad range of complex clerical and administrative duties and projects; and to perform related duties as assigned.

To view or print a copy of the complete Ramsey County job (class) description for this position, go to: Job Descriptions. Once at this page, you can browse the alphabetical list or search for a job description.

Flexible Workplace

This position is identified under the designation of ‘flex work eligible’, meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two-days per week are performed in office and other days can be performed in a remote-first environment.

Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county’s flexible workplace policy.

To view Ramsey County’s Flexible Workplace policy, go to: Flexible Workplace policy.

Requirements

1. Independently respond to inquiries, complaints, and concerns by gathering and providing both technical and routine information on department programs and services; handle confidential information with discretion and maintain compliance with Minnesota Data Practices Act in releasing information.
2. Communicate information and assignments; may act as liaison with other County departments, department leaders and staff, and with other governmental agencies.
3. Compose and prepare correspondence to request information, clarification or documentation, answer complaints or supply information on both routine and substantive matters requiring technical knowledge and interpretations of a variety of rules and regulations.

Gather information, make calculations, and prepare statistics in order to assemble a variety of reports, charts or manuals; gather information and conduct research on special projects as assigned by supervisor.

Examples include processing complex medical billing, preparing departmental budget information and processing related paperwork.

4. May provide work direction to a group of clerical or technical employees; scheduling staff to meet deadlines and handle emergencies; coordinating work assignments, using established guidelines.
5. Assist in the updating of departmental administrative policies and procedures.
6. Order and maintain materials, supplies and equipment, and authorize payment for related bills.
7. Provide administrative assistance in arranging meetings and conferences: prepare agendas, schedule times, gather needed information and materials, take and distribute minutes; represent department in both internal and external meetings as requested.
8. Prepare, maintain and update files; enter and assemble data; develop and maintain filing and information retrieval systems, both manual and automated; suggest new applications based on department needs.

(The work assigned to a position in this classification may not include all possible tasks in this work and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position’s management approved work schedule is required.)

ESSENTIAL FUNCTIONS: 1, 2, 3, 4, 5, 6, 7, 8, 9.

Qualifications

Education: High school diploma or equivalent.

Experience: Seven years of clerical or administrative experience.

Substitution: Equivalent combination of education and related experience.

Certifications/Licensure: None.

Additional Information

The examination process will consist of the following section with each section weighted as indicated:

Training and Experience Rating = 100%

The examination for Administrative Assistant Senior will consist of a training and experience rating, comprised of the questions in the attached supplemental questionnaire.

Not all applicants who meet the minimum qualifications will pass the training and experience rating.

The rating on this supplemental questionnaire will depend on your answers to the questions – do not mark “see resume” or “see work history” as a response.

Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination.

Eligible List: The names of all applicants who have submitted a completed application and passed the examination/screening process shall be placed on the eligible list for an employment opportunity as a Job title.

This list will be certified to the appointing authority which may use this list to conduct interviews to fill a vacancy.

Applicants will remain on the list for 60 days or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted.

Veteran's Preference: This is a classified position requiring an open, competitive selection process. Veteran's Preference points will be applied after a candidate passes the examination process.

Applicants who are eligible for veteran's preference should update their veteran's DD214, and other supporting documents, and submit them as an attachment at the time of application.

Criminal Background Checks: All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment.

Each case is considered on its individual merits and the type of work sought.

However, making false statements or withholding information will cause you to be barred from employment, or removed from employment.

E-Verify Participation: Ramsey County participates in the federal E-Verify program.

This means that Ramsey County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.

If the Government cannot confirm that you are authorized to work, Ramsey County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment.

Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

Equal Opportunity Employer: Ramsey County provides equal access to employment, programs, and services without regard to race, color, creed, religion, age, sex (except when sex is a Bona Fide Occupational Qualification), disability, familial or marital status, sexual orientation or gender identity, public assistance status, place of residence, political affiliation, or national origin.

Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of its workforce.

The county strives to be equitable, inclusive, transparent, respectful, and impactful in how we serve and engage with residents, as well as Ramsey County employees.

Advancing racial equity ensures all people who need access to opportunities and services we provide will receive them.

Racial equity is achieved when race can no longer be used to predict life outcomes, and outcomes for all are improved.

To print a paper application for this posting click Paper Application. You will need to print this posting AND answer the supplemental questions associated with this exam and submit them with your completed paper application.

For further information regarding this posting, please contact Kim.Henry@co.ramsey.mn.us