Administrative Assistant

City of Bloomington, MN - Bloomington, MN3.3

Primary Objective

This individual will assist the Chief Financial Officer and Finance Department with preparation of periodic reports, create and update presentations, accurately maintain records (written/digital) of financial-related activities, and appropriately deal with written/digital correspondence.

Examples of Duties

The Administrative Assistant will be expected to:
Become the Finance Department's lead person proficient in SharePoint.
Maintain confidentiality of information.
Proof-read, understand accounting terminology and pay close attention to detail are essential.
Utilize SharePoint to coordinate information gathering for annual Budget document. Prepare Budget document including graphics. Post completed document to Finance Department's web pages.
Coordinate annual information gathering and preparation of the Community Investment Program (CIP) document using Plan-It software. Post completed document to Finance Department's web pages.
Assist with the preparation and website posting of the annual Comprehensive Annual Financial Report (CAFR).
Coordinate through Legal public hearing announcements, resolutions and ordinance that would be part of future agendas.
Coordinate the City Council, commissions and committee agenda items through Provox (Agenda.Net or replacement software) for the Finance Department.
Coordinate the information required for the Official Statement when the City is preparing for a bond sale to issue debt. Maintains all bond related documents (written/digital). Assist in the coordination of information with the Municipal Advisor and Bond Attorney agencies.
Coordinate and maintain the Finance Department's internal and external websites using web editing software.
Coordinate the completion of various reports required by the Office of the State Auditor and other regulatory agencies.
Assist Purchasing when needed to post website announcements for solicitation of bids, quotes, and request for proposals (RFP's).
Assist in the entry of accounts payable invoices for certain departments.
Schedule and coordinate meetings, activities, etc. Room set-up, order and set up food, as needed.
Assist in the preparation of articles for the City's publications and website including articles related to the budget and the annual Corporate Report.
Open, sort, and prioritize correspondence, create and/or edit responses to correspondence for Chief Financial Officer using correct grammar and sentence structure.
Answer phone inquiries in a polite and professional manner with correct information or refer inquiries to the appropriate source for action. Work as part of team to complete data requests within Finance.
Plan work assignments to ensure productive use of available working hours.
Maintain all files and records to comply with City retention schedules to ensure ready accessibility of information as required.
Conduct research for the Finance Department.
Maintain a dialog with Chief Finance Office on status of various projects.
Available to attend meetings at various locations including weekends and evenings, as needed.
Perform related work as assigned.
Minimum/Desirable Qualifications

Minimum Qualifications

Two year college degree or certification in Business Administration or Accounting AND two years of responsible office/administrative experience OR four years of responsible office/administrative experience.
Excellent skills in Microsoft Word, Excel, and Power Point.
Ability to develop and maintain collaborative working relationships with other City employees, City officials and the general public.
Ability to communicate effectively orally and in writing.
Ability to function with a minimal supervision.
Desirable Qualifications
Four year degree in Business Administration or Accounting or related degree.
Additional years of responsible office/administrative experience.
Four years or more in creating, understanding, and working with financial documents including charts, tables and graphs.
Experience managing SharePoint or similar software for data sharing and storage.
Experience with Plan It and/or web editing software.
Knowledge municipal codes and charters.
Notary Public.
Supplemental Information
Full-time, Benefits Eligible, Non-Union, Non-exempt

Starting Salary: $28.91 - $30.35 Hourly
2019 Salary Range: $28.91 - $38.47 Hourly
Benefits for Regular, Full-time Employees of the City of Bloomington include the following: 10 days paid vacation per year 13 days paid personal leave per year 12 paid holidays per year Paid employee health and dental insurance Paid employee life insurance Paid employee disability insurance Employer/employee paid pension Deferred compensation Tuition assistance program Health club membership reimbursement Flexible spending account Choice of Employee Assistance Program(s) Other optional benefits Great suburban location, on bus line Free employee parking*(Union contracts may vary from the above list.)