Administrative Assistant (Program Technical Specialist)

This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin.

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website.

Human Resources works with all divisions of the Metropolitan Council to provide proactive solutions for the Council's workforce needs in the areas of recruitment, labor relations, benefits, training, organizational development, occupational health, and wellness.

We are committed to supporting a diverse workforce that reflects the communities we serve.

How your work would contribute to our organization and the Twin Cities region:
The Administrative Assistant (Program Technical Specialist) provides the highest level of administrative support by independently completing complex administrative and technical tasks or actions associated with supporting the Learning and Organization Development (LOD) unit in Human Resources. The person in this position must have a high level of detail, use sound judgment to interpret guidelines, maintain confidentiality and sensitivity, create and edit high-level workshop/class/retreat minutes, adapt procedures, and decide approaches to resolve specific problems. The ability to be flexible, ability to multi-task, and to be professional in stressful or deadline-oriented situations is important.

Full Salary Range: $32.73 - $53.12 hourly/$68,078 - $110,490 annually

• Provides extensive administrative support for Learning Institute classes, Organizational Development interventions and workshops, all professional development programming, and the entire LOD team.
• Updates and refreshes Learning Institute promotional class flyers and schedules, on the intranet and on digital signage.
• Coordinates complex scheduling and logistic arrangements involving conferences, meetings, retreats, workshops and classes under minimum direction and at varying Council and external locations.
• Provides administrative support for Learn (Learning Management System).
• Monitors and tracks budgets and expenditures.
• Prepares purchase requisitions and tracks approval processes for purchase orders, change orders, amendments, pay requests, and invoices.
• Provides contract administration for Learning Institute external vendors and large professional development programs (overseeing expiration dates, creating CIMs, and collaborating with the Procurement department).
• Coordinates purchases of learning tools and supplies, memberships to Learning and Development organizations, relevant conference fees and education/certification fees.
• Reviews and processes all Tuition Reimbursement requests.
• Creates procedures for complex or specialized functions.
• Interacts with internal employees, consultants, and contractors.

Any of the following combinations of completed education (in Business Administration/Management, Public Administration, Communications, or related field) and professional experience providing complex administrative support in a medium to large organization:

• High school diploma/GED and five years of experience.
• Associate's degree and three years of experience.
• Bachelor's degree and one year of experience.

• Bachelor's degree in business administration or communications/writing.
• Experience in the public sector - Met Council, State of MN, counties, cities or other.
• Experience ordering supplies, P-card administration, and receiving in a purchasing system.
• Experience working with Microsoft Word, Excel, PowerPoint, and SharePoint.
• Experience managing content on an intranet or Microsoft Teams site.
• Experience working for multiple departments or managers on professional development programs; with lead experience as a plus.
• Experience fostering equity, diversity and inclusion competency and understanding.
• Experience monitoring and tracking budgets and expenditures.
• Experience coordinating, planning and organizing large conferences, workshops, classes and meetings.
• Experience marketing programs, creating and developing flyers, and survey monkey data gathering.
• Experience with Learning Management Systems; providing customer information and guidance on classes offered.
• Experience coordinating and managing tuition reimbursement; tracking and approving external training requests.

• Knowledge of department programs and operations.
• Knowledge of Metropolitan Council agency policies and procedures.
• Ability to perform under limited supervision recognizing when assistance or guidance is required to set priorities or redirect workload; ability to take direction from multiple personnel; ability to coordinate ownership and activities with other administrative personnel.
• Ability to schedule meetings, manage calendars, and organize emails in Outlook.
• Knowledge of tuition reimbursement processes.
• Knowledge of p-card coordination and processing.
• Skills in administration and organizing information including problem solving and accuracy.
• Ability to display independent judgment, initiative, and organization in solving a variety of problems.
• Possess a high attention to detail and follow through.
• Proficient computer skills using Microsoft Word, Excel, PowerPoint, Outlook, Teams and SharePoint, and an electronic document management system.
• Ability to use or learn computer software programs that are used to manage electronic documents, enter performance goals and progress, enter time and attendance, and to procure goods and services.
• Requires tact, courtesy, and cooperation in dealings with others where the primary purpose is the exchange of information.
• Ability to handle multiple tasks simultaneously and change workload priorities as necessary to accomplish job responsibilities and projects.
• Skilled in organizing information and problem-solving.
• Knowledge of basic and commonly used office skills, procedures and equipment.
• Ability to interact and work with people including all levels of internal and external customers.
• Ability to verbally communicate information clearly and concisely.
• Ability to review data, reports and correspondence for details and accuracy.

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits and a good work/life balance.

Union/Grade: AFSCME/Grade E
FLSA Status: Non-Exempt
Safety Sensitive: No

Work Environment:
Work is performed in a standard office setting. Some positions may require travel between primary work site and other sites.

What steps the recruitment process involves:

1. We review your minimum qualifications.
2. We rate your education and experience.
3. We conduct a structured panel interview.
4. We conduct a selection interview.