Basic Function
The current opening is in the Public Health Department. This position will report to the Public Health Administrative Assistant 3 and provide support to identified Deputy Director and Division Manager positions and the Employee Health & Safety program. In addition, this position will provide support to the overall functions at the 555 Cedar location.
To provide secretarial and administrative support to a department head or administrator of a major program function; to provide a comprehensive range of office support services; and to perform related duties as assigned.
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 four days per week are performed in the 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 (Download PDF reader).
If an internal candidate is selected, salary will be set in accordance with the personnel rules (i.e., promotion, transfer, or voluntary reduction).
Eligible List: The names of all applicants who pass the examination/screening process and file a properly completed application shall be placed on the eligible list for employment as Administrative Assistant 2. This list will be certified to the appointing authority which may use this list to fill a vacancy. Candidates will remain on the list for three months or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted, informing them that the list has been posted and their rank on the list.
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. The Ramsey County Attorney's Office also requires a fingerprint-based records check in addition to the standard 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 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, marital status, sexual orientation, or gender identity, public assistance or national origin.
To print a paper application for this posting click Paper Application (Download PDF reader) You will need to print off this posting and also answer the supplemental questions associated with this exam and submit them if you complete a paper application.
For further information regarding this posting, please contact Nirvana Wallace by email at nirvana.wallace@co.ramsey.mn.us
Responsibilities
Examples of Work Performed
- Promote a diverse, culturally competent, and respectful workplace.
- Screen in-coming calls and mail; independently respond to inquiries, complaints, and concerns by gathering and providing both technical and routine information on department programs and services; route remaining calls and mail to supervisor or appropriate departmental staff; handle confidential information with discretion and maintain compliance with Minnesota Data Practices Act in releasing information.
- Act as liaison with other County departments and with other governmental agencies.
- May act as liaison between supervisor and department staff; transmit information and assignments.
- Compose and type 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.
- May provide supervision to a group of clerical or technical employees providing administrative support by ensuring proper coverage; scheduling staff to meet deadlines and handle emergencies; scheduling work assignments, coverage and vacations of professional staff requiring a knowledge of department needs and practices, and using previously established guidelines and personnel practices.
- Assist in the development and implementation of administrative policies and procedures.
- Assist in the preparation of the department budget; assemble data and compile budget estimates; assist in planning and administering budgetary controls; process budget related paperwork and maintain accounts; monitor department/division payroll and personnel transactions.
- Order and maintain materials, supplies and equipment, and authorize payment for related bills.
- Provide administrative and secretarial assistance in arranging meetings and conferences: prepare agendas, schedule times, gather needed information and materials, take and distribute minutes; represent supervisor in both internal and external meetings as requested.
- Maintain calendar for supervisor by scheduling appointments, meetings, conferences, and travel plans; schedule and arrange supervisor's activities so that deadlines and time schedules can be met.
- Set priorities for carrying out administrative functions in order to maintain the smooth operation of the office as well as meet deadlines.
- Provide general secretarial support such as preparing, maintaining and updating files; entering and assembling 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, 5, 6, 8, 12, 13, 14.
Qualifications
Minimum Qualifications
Education: High school diploma or equivalent.
Experience: Eight years of clerical experience, including two years working in administrative functions, and two years as an Administrative Assistant 1 or equivalent.
Substitution: An Associate's degree may substitute for two years of the required experience. A Bachelor's degree may substitute for four years of the required experience.
Certifications/Licensure: None.
Other: Typing at 55 words per minute.
Exam/Screening Process Information
The examination process will consist of the following section with each section weighted as indicated:
- Training & Experience Rating = 100%
The examination for Administrative Assistant 2 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 the answers - 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.
Ramsey County
Juenemann Bldg.
Saint Paul, Ramsey, Minnesota 55101
US
