Executive Assistant / Office Manager
Closing date: 5/31/2024
Metro COG has one open position for an Executive Assistant -or- Office Manager.
The position will remain open until filled. Resumes are being accepted at this time.
The hiring level of the position will be determined based on the experience and qualifications of the successful applicant.
Applicants must be currently authorized to work in the U.S. on a full-time basis as we are currently not able to sponsor visas.
GENERAL DUTIES
EXECUTIVE ASSISTANT: Check Full Job Description for comprehensive breakdown of job duties
The primary objectives of this position are to perform the administrative/clerical activities of Metro COG by assisting the Executive Director and other staff in administering programs and services offered to the community. Interact with the public by providing information and assistance as it relates to departments activities/services. Performs administrative and office associate work to support Metro COG’s programs/services.
OFFICE MANAGER: Check Full Job Description for comprehensive breakdown of job duties
Under general supervision the Metro COG Office Manager oversees accounting, administrative, and clerical operations for the agency in cooperation with the Executive Director. The Office Manager is responsible for properly interpreting and applying applicable agency, MnDOT, NDDOT, FHWA and FTA policies and procedures to the functions of the agency.
The Office Manager provides occasional work direction and training to Metro COG interns and oversees accounting functions relative to local match funds, state funds, and federal funds received and collaborates with the Executive Director on the agency’s budget, materials purchasing, vendor management, equipment leases/purchases and repairs, IT and computer needs, travel expenses, reimbursements, and payroll reporting for Metro COG’s employees.
Both positions require strong written and verbal communication skills and the ability to facilitate planning efforts between multiple jurisdictions in and around the metropolitan area.
MINIMUM REQUIREMENTS
Executive Assistant
A minimum of an associate’s degree and three (3) or more years of previous administrative support experience involving budget preparation, information dissemination, records organization and interaction with the general public and local elected officials; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, such as those listed below. A valid driver’s license is required.
An employee in this position must have above average organizational, office management and office administrative skills to maintain the day-to-day activities of the Metro COG office. Knowledge, skills, and abilities include:
- Requires the ability to compose business letters and to proof the work of others for grammar and organization;
- Requires math and algebra sufficient to set up spreadsheets with basic formulas;
- Requires basic knowledge of governmental administrative practices including budgeting, purchasing, and records administration;
- Requires advanced knowledge of Microsoft Office applications;
- Requires excellent customer service and public relations skills;
- Requires strong attention to detail;
- Ability to establish and maintain effective working relationships with others.
Office Manager
A Minimum of an Associate’s Degree, and four (4) or more years of progressively responsible administrative support experience, including budget preparation, information dissemination, supervision, recordkeeping, and extensive interaction with the general public; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A valid driver’s license is required.
Knowledge, skills and abilities include:
- Knowledge of generally acceptable accounting principles;
- Knowledge of governmental accounting practices and procedures and governmental budgeting and purchasing procedures;
- Knowledge of supervisory practices such as training, work organization and review, discipline;
- Knowledge of computer operations, software, information storage and retrieval techniques and methods;
- Knowledge of planning processes and codes;
- Knowledge of policies and laws related to the release of information;
- Extensive knowledge of Metro COG policies, structure, and functions;
- Knowledge of basic recordkeeping and bookkeeping practices and methods;
- Advanced skill in Microsoft Office applications including Word, Excel, Access, PowerPoint, and Publisher;
- Skill in organizing and prioritizing work;
- Skill in basic mathematical computations to maintain budgets, including percentages;
- Skill in data gathering, compilation, formatting and presentation;
- Skill in communications, interpersonal skills as applied to interaction with coworkers, supervisor, etc. sufficient to exchange or convey information and to give and receive work direction;
- Strong customer service and public relations skills;
- Ability to interpret and apply policies and agency functions;
- Strong ethics related to confidentiality and professional conduct within the agency and with external partner agencies;
- Ability to establish and maintain effective working relationships with others.
SALARY AND BENEFITS
The 2024 starting salary range for the Executive Assistant position ranges from $49,604 to $54,028, with future salary steps exceeding this amount commensurate with experience.
The 2024 starting salary range for the Office Manager position ranges from $62,455 to $68,073 Metro COG reserves the right to hire at an appropriate level. Employees receive an annual step raise upon a satisfactory annual performance evaluation.
- Metro COG offers the following benefits:
- Health, Dental and Vision insurance
- Life/AD&D insurance
- Short- and long-term disability insurance
- Employer match for retirement savings
- Health Savings Account contribution
- Employee Assistance Program
- Training opportunities and payment of professional membership dues
- Flexible work hours, work from home hybrid