Salary
$58,108.78 - $88,793.03 Annually
Job Number
24TRNS18FM450
Closing Date
1/6/2025 11:59 PM Central
Description
Hennepin County's Public Works department is seeking an Intermediate, Administrative Assistant for our Fleet Services division. This position will be responsible for managing the fleet vehicle motor pool, electric vehicle charging stations, vehicle and equipment auction programs, and other support programs as directed. This position will also be responsible for management of fleet requisitions, motor vehicle incident review reporting and incident subrogation, registering new vehicles, licensing and tab renewals for all of fleet, marked and unmarked emergency vehicles.
Candidates for this position must be team oriented, focused, resourceful, responsive, and able to perform their duties with a high level of autonomy and minimal supervision.
Current Hennepin County employees who refer a candidate hired into an open competitive position may be eligible for a $500 referral bonus. For more information visit employee referral program.
Location and hours:
This position is hybrid and will be performed both onsite at the Public Works Facility, 1600 Prairie Drive in Medina, MN and remote as job duty requires. There is no public transportation to this facility. Work hours will be Monday through Friday, 7:30 a.m. to 4:00 p.m. While this position is designated as hybrid, based on current requirements hires must reside in or relocate to Minnesota or Wisconsin.
About the position type:
This is a full-time, benefit earning position.
This position is internally classified as an Administrative Assistant, Intermediate.
Click here to view the job classification specification.
In this position, you will:
• Manage the motor pool program, electric vehicle charging stations, and equipment auction.
• Take ownership in tasks, tactics, and initiatives to align Fleet Services with the Hennepin County Climate Action Plan.
• Create county-wide communications, develop newsletters, manage SharePoint site, improve and refine policies, procedures, and general Fleet communication notices.
• Collaborate within a diverse team in developing, managing, and evaluating departmental goals, objectives and various initiatives.
• Track countywide accident/incident reports in AssetWorks M5 (Fleet management system).
• Organize and schedule trainings, classes, and workshops for fleet technicians.
• Process requisitions for the department; enter goods or services requests into PeopleSoft.
• Manage all new hires for the department including coordinating interviews and scheduling confidential testing.
• Input, export, and modify information and data stored in systems such as SharePoint, Cognos, PeopleSoft, APEX, AssetWorks, Samsara, and Excel.
• Process and maintain a variety of organizational forms, records, accounts, personnel records, payroll and timecard data, payable and expenditure records, and requisition forms.
• Assist in investigating and recommending action regarding feedback about services, operations, policies, or procedures and assist in resolving complex organizational issues.
• Resolve routine administrative problems and coordinate clerical workload during absences; serve as backup to other Administrative Assistants, attend meetings, and take minutes/notes to make transcriptions of the proceedings.
Need to have:
• One of the following:
o Six or more years of experience in general administrative work relating to the management of departmental/organizational operations or in a specialty area appropriate to the position.
o Bachelor's degree or higher in public administration, business administration, or other field appropriate to the position and two years or more of experience in general administrative work relating to the management of departmental/organizational operations or in a specialty area appropriate to the position.
• Note: Experience in general administrative work related to the management of departmental/organizational operations or in a specialty area appropriate to the position may be substituted for education on a year for year basis. General administrative work is defined as the administration and/or management of programs, policies, and/or budgets.
Nice to have:
• Experience:
o Creating/managing policy, procedures, workflow diagrams, and audit trails.
o Working with account payables, account receivables, procurement, requisitions, and purchasing.
o Managing multiple projects and organizing work to meet deadlines and conflicting priorities.
o Facilitating groups both in-person and virtually.
o Providing excellent customer service.
• Ability to:
o Navigate change and ambiguity and make decisions and act without having the whole picture.
o Work independently and as part of a team.
o Communicate effectively both verbally and in writing.
o Build and maintain trusting, collaborative, and effective relationships with employees at all levels, customers, and business partners.
o Research or locate information with minimal direction.
o Conduct needs analysis, root cause analysis, identify problems, recommend actions and solutions with direction and some independence.
o Balance the need for quality and precision with the overall goals of a project.
Invitations to interview will be based upon an assessment of education and experience. Final candidates may be required to complete a background check.
If you have any questions, please contact:
Talent Acquisition Division
Hennepin County Human Resources Department
612-348-7855