Administrative Specialist - Public Works Job at Brainerd Public Utilities, Brainerd, MN

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  • Brainerd Public Utilities
  • Brainerd, MN

Job Description

Salary : $52,540.80 - $62,524.80 Annually

Location : Brainerd, MN

Job Type: Full Time

Job Number: 20240827

Department: Public Works

Opening Date: 08/27/2024

Closing Date: 9/10/2024 4:30 PM Central

General Definition of Work

This position is accountable for performing a variety of customer support services including responding to customer questions, processing customer transactions and performing administrative support for the department. The position serves as the central point of contact for customer questions and as such requires a high degree of resourcefulness to effectively respond to a wide variety of information requests. Work is performed under the limited supervision of the assigned department supervisor.

2024 Hiring Range: $25.26 - $28.14 per hour depending on qualifications.

2024 Pay Range: $25.26 - $30.06 per hour.

*2024 Performance based pay opportunity: Up to $33.67 per hour.

*The City of Brainerd utilizes a performance-based pay system as noted above. Our system provides an opportunity for additional pay steps based on merit. Contact the HR Department if you would like to learn more about our system.

Essential Functions


  • Department's initial point of contact for public during regular business hours; provides general information and direction; handles inquiries and complaints from the public in person or by telephone; directs public to the appropriate personnel when needed; process incoming calls, email, and mail.
  • Administrative accountabilities involve providing support services for department personnel including performing routine office tasks utilizing word processing, data entry and transcription; prepares correspondence, reports, forms and spreadsheets; verifies statistical and other records for accuracy and completeness.
  • Operates standard office equipment, department-required software, and a multi-line telephone system; troubleshoots office equipment problems and initiate maintenance calls to IT and/or vendors.
  • Performs payment reconciliation and transaction processing; receipts and prepares deposits for department revenues.
  • Prepares meeting minutes, agendas and related documents, etc. where a knowledge of format and presentation is necessary; answers routine correspondence independently; posts agendas and minutes on the city's website.
  • Maintains department files and records and in compliance with the City's records retention program.
  • Maintains office supply inventory and orders as needed.
  • Assists the public with the completion of standardized records or documents.
  • Performs the day-to-day duties for the Public Works Department Office operation.
  • Oversees the campground operation including reservations and cancellations, revenue, guest inquiries and the campground host.
  • Processes accounts receivable, accounts payable, payroll, and other financial data; assigns appropriate cost codes to invoices; posts to statistical and other financial records; assists with the collection of delinquent accounts.
  • Assists in preparation of assessment rolls, notices and related documents.
  • Prepares and maintains a variety of office files, accounts and other records; verifies statistical and other records for accuracy and completeness; maintains sensitive and restricted information on the computer system.
  • Verifies identification, process and notarize documentation for department's temporary employees and volunteers.
  • Updates Park and campground cancellation line and web page on a daily basis; maintain public portal for online registrations.
  • Maintains written departmental procedures, policies, and reference information; creates brochures, flyers and forms.
  • Attends Park Board and Transportation Advisory Committee meetings for minute preparation.
  • Serves as primary for counting daily bus revenue.
  • Regular attendance.
  • Performs various other tasks and duties as assigned.

Qualifications and Competencies

Knowledge, Skills and Abilities

  • General knowledge with the ability to interpret and apply department-specialized programs, policies, procedures, statutes, regulations, and records relating to the office. Accepts responsibility, takes initiative, and works independently or as part of a team to accomplish tasks, often under strict time constraints.
  • Logical thinker with ability to solve practical problems, applying common sense to interpret and independently carry out detailed instructions in various forms.
  • Demonstrates strong organizational and time management skills with attention to detail. Must be able to handle multiple interruptions and adjustment of priorities throughout the day without compromising accuracy or efficiency.
  • Ability to communicate courteously and tactfully, both orally and in writing, by representing the City in a positive and professional manner at all times with an internal/external customer-driven attitude; Provides friendly, courteous responses to coworkers, the public, external agencies, associates, and vendors. Remains calm and professional under difficult, sensitive, stressful / hostile situations; or when dealing with diverse individuals.
  • Ability to maintain a high level of confidentiality regarding sensitive information and compliance with data practice laws.
  • Ability to operate standard office equipment including, but not limited to, computer and department-required software, multi-line telephone system, and scanner/copy machine.
  • Ability to create spreadsheets, compose correspondence, reports, and documents by typing and entering data accurately and at a reasonable rate of speed; accurately manages department files and records.
  • Considerable knowledge of English vocabulary, spelling, grammar, sentence structure, punctuation and arithmetic.
  • Ability to attend limited evening meetings as assigned.

Education and Experience

  • High school diploma or GED.
  • Two years' experience in administrative support and office operations. Secondary education coursework in business can substitute for up to one-half of the experience required.
  • Equivalent combination of education and experience.
  • Possess Notary Public license or ability to obtain within two months of hire.
  • Previous minute taking and/or department related experience is desirable.

Other Requirements and Supplemental Information

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires reaching with hands and arms, frequently requires sitting, speaking or hearing and repetitive motions and occasionally requires standing, walking, using hands to finger, handle or feel and lifting; work requires close vision, distance vision, ability to adjust focus and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Compensation
Compensation rates are governed by the City's Salary Administration Plan or applicable labor contract. Information regarding the City's pay program is available in the Human Resources Department.

Holidays
The 10 calendar holidays that are observed are as follows: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day and Friday following, and Christmas Day. Employees also received one additional "floating" holiday of their choice.

Vacation
Vacation is earned at the rate of 6.67 hours per month (2 weeks per year) for the first 5 years of employment. After the first five years, monthly accrual rate is increased annually per the union contract or Employee Policy Manual. Maximum vacation balance is 240 hours. Vacation is accrued, but generally not available for use, for the first six months of employment.

Sick Leave
Sick leave is earned at a rate of 8 hours per month with a maximum sick balance of 960 hours. Payout of 100% of sick leave balance allowed as severance if immediately eligible to draw PERA pension or due to a written doctor-verified disability.

Health Insurance
Health Partners is our current health insurance provider. Coverage takes effective the 1st of the month following the date of hire. We currently offer three High Deductible Health Plan (HDHP) insurance plans.
  • Plan 1 is a $3,200 single/$6,400 family deductible policy. The employee pays 5% of the single premium with the 2024 monthly cost being $68.75 per month. The employee pays 20% of the family premium or $464.52 per month.
  • Plan 2 is a $1,600 single/$3,200 family deductible policy. The employee pays 5% of the single premium with the 2024 monthly cost being $75.83 per month. The employee pays 20% of the family premium or $512.38 per month.
  • Plan 3 is a $6,150 single/$12,300 family deductible policy. The employee pays 3% of the single premium with the 2024 monthly cost being $35.34 per month. The employee pays 15% of the family premium or $298.51 per month.
  • Plan 4 is a $8,050 single/$16,100 family deductible policy. The employer pays 100% of the single premium. The employee pays 10% of the family premium or $184.49 per month.
NOTE: For all four of the above HDHP, the employee also receives an additional annual employer HSA contribution based on which plan and coverage level is elected (amount will be prorated and deposited in monthly increments) into the employee's Health Savings Account.

Dental/Optical Insurance
Dental and optical insurance benefits are available.

Life Insurance & Long-Term Disability
An employer paid $35,000 life insurance and long-term disability insurance policy is provided by the City the 1st of the month following the initial-six months waiting period of eligibility.

Retirement Plan
Retirement benefits are provided through the Public Employee Retirement Association (PERA). The 2024 EMPLOYEE contribution rate is 6.5%. The 2024 EMPLOYER contribution rate is 7.5%.

01


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


Which of the following best describes the highest level of education that you completed?
  • High school diploma or equivalent GED
  • Less than 2 years post-secondary training
  • Completion of a 2-year program or degree
  • Completion of a 4 year or higher program or degree
  • None of the above

03


Which of the following best describes the field of study for your certificate or degree?
  • Administrative Assistant or Administrative Support
  • Business
  • Computer Support
  • My degree is in an area NOT RELATED to any of the above
  • N/A - I do not have a degree

04


List the specific certificate and/or degree(s) that you completed or possess. Include the name of the educational facility, location, and certificate/degree level (i.e. AA or AS). Do not type "See Resume". If no program attended, type "N/A".

05


Which of the following best describes your full-time equivalent years of office-related work experience. Examples are receptionist/customer service, record keeping, word processing including preparation of merged documents and meeting minute preparation.
  • No experience
  • One year or less
  • More than 1 year, but less than 2 years
  • More than 2 years, but less than 3
  • More than 3 years, but less than 5
  • More than 5 years, but less than 10
  • 10 or more years

06


List the specific office experience. Please include your position title(s), the employer name(s), duration of employment, and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A". NOTE: In order to receive credit for the previous responses, this question must be fully answered and the employment experience described must be consistent with your application materials.

07


Does your computer-related employment include working with any of the following applications and/or systems:
  • Microsoft Word
  • Microsoft Excel
  • Laserfiche Document Management System
  • Publisher
  • Managing Website Content
  • BS&A Governmental Software
  • Civic Plus
  • Civic Rec
  • N/A - None of the above

08


Which of the following best describes your overall computer proficiency experience:
  • No experience
  • Limited - search internet, social media, and send emails
  • Moderate - I have worked in positions where I have prepared basic word documents and excel spreadsheets
  • Extensive - I have created and merged letters utilizing a database, prepare and maintain complex spreadsheets with formulas, links, have multi tabs, etc

09


Do you have experience preparing agendas, packets, and minutes for a governmental board, City Council, or non-profit organization?
  • No experience
  • One year or less
  • More than 1 year, but less than 2 years
  • Two years or more

10


Describe your agenda, packet, and minutes experience. Please include your position title(s), the employer or organization's name(s), duration of employment and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A".

11


Which of the following best describes your experience with accounts payable, accounts receivable, or other financial experience?
  • No experience
  • One year or less
  • More than 1 year, but less than 2 years
  • Two years or more

12


Describe your accounts payable, accounts receivable, or other financial experience. Please include your position title(s), the employer or organization's name(s), duration of employment and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A".

13


Do you have experience proof reading, printing and assembling large (100+ page) documents for the public?
  • No experience
  • One year or less
  • More than 1 year, but less than 2 years
  • More than 2 years

14


If you answered yes to question 13 please describe your experience, when you did this and for what length of time. If you do not have this work experience please indicate NA.

15


Have you worked in a governmental setting before? This may include city, county, school district, or other governmental agency.
  • Yes
  • No

16


Describe your governmental work experience. Please include your position title(s), the employer or organization's name(s), duration of employment and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A".

17


OTHER QUALIFICATIONS: Describe any other special training you've completed or skills and experience you currently possess that you feel would make you the best-qualified person for this position.

18


CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?
  • Yes
  • No

19


Why are you interested in working for the City of Brainerd?

Required Question

Job Tags

Hourly pay, Holiday work, Full time, Contract work, Temporary work, Work experience placement, Christmas work, New year, Immediate start, Afternoon shift,

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