Administrative Assistant - Public Works

Why MinnetonkaSupportive culture • Work-life fit• Well-being • Employee-focused • Make a difference Our greatest asset are our people. City of Minnetonka employees work together to drive change and make a meaningful impact on the community. We support one another in our personal and professional lives. You can expect to make a difference because in Minnetonka you and your work matter.Job DescriptionThe Public Works Department reception area serves as the primary point of contact for callers and visitors. This position provides high-quality customer service and comprehensive administrative support to multiple divisions within the Public Works Department.Duties/ResponsibilitiesEssential Duties:Serve as the first point of contact for callers and visitors to the Public Works Department.Provide information, answer questions, or direct individuals to the appropriate staff or division.Process/enter employee time keeping records.Route/process accounts payable documentation.Prepare requests for payment.Process department credit card purchases.Track union allowances for various clothing items.Provide administrative support and process data for multiple divisions, including Parks, Streets, Facilities, Engineering, Natural Resources, Utilities and Fleet.Assist with procurement of materials and services, including performing price comparisons, reviewing invoices, coordinating with vendors, and ensuring adherence to purchasing policies.Assist divisions with residential mailings.Maintain the department's training database, including data entry, training files, record updates, and report generation.Coordinate weekly uniform delivery, review/approve charges and track uniform repairs.Generate and review monthly fuel reports, reviews and prepares monthly submittals to required regulatory agencies.Other Job Functions:Maintain the Public Works reception area, bulletin boards, break room, office supply area, and administrative office equipment (computers, printers, scanner, copier, fax).Sort and distribute incoming and outgoing mail.Order, stock, and organize office supplies and coffee station.Coordinate weekly communication updates to public works employees.Update and maintain Water Fill Station permits and watering permits.Assist with grant program documentation, payments and reporting requirements.Perform record filing and retention duties following city guidelines.Generate Call Back List for weekend on-call shifts.Perform other tasks as assigned.QualificationsMinimum Qualifications:A commitment to and belief in the organizations shared valuesHigh school diploma or equivalentTwo years of customer service experienceTwo years of experience using Microsoft Office ProductsDemonstrated maturity, professionalism, confidentiality, initiative and and the ability to remain focused on tasks and the ability to meet deadlinesPreferred Qualifications:Two-or four-year post-secondary degreeExperience in a municipal Public Works departmentThree or more years of customer service experienceExperience in public sector position involving receptionist and telephone support dutiesAdditional InformationKnowledge, Skills and Abilities: Knowledge of:Best practices in customer serviceAdministrative support proceduresOffice equipment and computer systemsMicrosoft Office applicationsSkilled in:Providing excellent customer serviceOperating office equipment (telephone console, computer, fax, copier, scanner and printers)Organization, prioritization, and multi-tasking and ability to effectively manage workload and time commitments/expectations.Using Microsoft Outlook, Word, and ExcelAbility to:Communicate clearly, efficiently, and professionally with internal and external customersDemonstrate diplomacy, empathy and cooperationLearn departmental structure, functions and proceduresWork independently with minimal supervisionExercise sound judgment and maintain confidentialityTentative Recruitment Timeline:Job Posting Opens: - 9/18/2026Job Posting Closes: - 10/1/2026Interviews: - Oct 8, 9, 12Offer/Backgrounds: - Week of Oct 21Start Date: - End of October/Beginning of NovemberBenefitsVisit our Benefits page for more information.