Administrative Support Specialist II – Communications

Salary: $25.94 – $32.42 Hourly

Location : City Hall 4801 W. 50th Street Edina, MN

Job Type: Extended Part-Time

Job Number: 202200159

Department: Communications

Opening Date: 09/11/2023

Closing Date: 9/27/2023 11:59 PM Central

Position Description
The Administrative Support Specialist II – Communications is responsible for providing clerical support to the Communications Department and assisting with basic communication to internal and external audiences.

The current vacancy is an Extended Part-Time position (32 hours/week) that is benefit eligible.

Please note, first round interviews will be the week of October 9, 2023. Candidates invited to first round interviews will receive an email from Human Resources to the interview date and time.

Essential Functions

• Provides administrative support to the Communications Department.
  • Answers questions and provides information to residents and the general public regarding the City’s communications (magazine, newsletter, websites, social media presence and video programming) via telephone, email, mail and in person;
  • Prepares materials for mailings;
  • Drafts and prepares letters, reports, and other documents;
  • Assists with maintaining filing, retention and destruction plan for files and documents, and oversees the Department’s permanent and temporary archives;
  • Orders office supplies, business cards, and stationery for City departments, and coordinates office equipment repairs and maintenance;
  • Manages department’s online invoicing system and oversees collection of payment;
  • Creates ID cards and orders name tags for new City employees;
  • Provides meeting support for such groups as Communications Feedback Group;
  • Backs up the City Receptionist, assisting residents over the phone and directing walk-in traffic to the appropriate department;
  • Other duties as assigned.
• Assists with basic projects to communicate with internal and external audiences.
  • Helps edit and maintain the City’s extranet, website, and social media outlets;
  • Prepares lists of upcoming events for communications materials;
  • Proofreads materials;
  • Assists and creates content for the government access channel;
  • Assists with management of the City’s photo library by taking photos, uploading images and adding metadata, and cropping and resizing photos, along with maintaining them;
  • Assists with special events.

Qualifications
Minimum Qualifications:
The job requires a high school diploma and two years administrative support experience, including customer service experience or equivalent.

Desired Qualifications:
Experience in local government.
A bachelor’s degree in a related field.
Secondary Language is desired (Spanish/Somali).

Supplemental Information
Knowledge, Skills and Abilities Required for Successful Job Performance:

• The ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems;
• The ability to work independently and to prioritize work requests;
• Knowledge of and ability to operate standard office software to manipulate data, draft reports and maintain records;
• Knowledge of and ability to learn content management systems for website maintenance and development;
• Verbal and written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences;
• Reading comprehension skills sufficient to read, understand and interpret varied work-related materials;
• Demonstrates the desired standard of conduct and work performance including confidentiality and privacy requirements of the Department;
• Interpersonal skills sufficient to exchange and/or convey information, receive work direction, and maintain effective working relationships.

NA

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02

Do you have a high school diploma or equivalent (GED)?

• Yes
• No

03

Do you hold a bachelor’s degree in a related field?

• Yes
• No

04

Do you have at least two years of administrative support experience, including customer service experience or equivalent?

• Yes
• No

05

Do you have any experience in local government?

• Yes
• No

06

Are you fluent (read and write) in any other language? If so, please list your language skills related to reading and writing.We are looking for Spanish or Somali language skills as a desired qualification for the position.

07

Do you have a preferred first name (optional)?

08

Please list your gender pronouns (optional).

Required Question