City of Shakopee

Number of Job Openings Available:

1

Date Posted:

August 30, 2024

Department:

46000600 Administration

Shift:

Day (United States of America)

Shift Length:

8 hour shift

Hours Per Week:

40

Union Contract:

Non-Union

Weekend Rotation:

None

Job Summary:

Allina Health is a not-for-profit health system that cares for individuals, families and communities throughout Minnesota and western Wisconsin. If you value putting patients first, consider a career at Allina Health. Our mission is to provide exceptional care as we prevent illness, restore health and provide comfort to all who entrust us with their care. This includes you and your loved ones. We are committed to providing whole person care, investing in your well-being, and enriching your career.

Key Position Details:

• 5-7 years in administrative support or secretarial experience preferred
• 5-7 years in Microsoft Office functions and computer technology preferred
• 1.0 FTE (80 hours per two-week period)
• Day shift
• No weekends or holidays
• Benefit eligible position

Job Description:

Provide experienced administrative support at the executive level. Duties are broad and varied, complex and confidential. Provide executive level clerical support and calendar management. Plan and coordinate meetings and conferences.

Principle Responsibilities

• Provide administrative support at the executive level.
  • Relieve executive of administrative detail.
  • Manage executive(s) schedule / calendar.
  • Schedule, coordinate, and assist with meeting planning, including Board meetings, committee meetings, conferences, retreats, and presentations.
  • Communicate in person or via email with Board and/or committee members on behalf of the executive.
  • Assure an efficiently operated, customer-focused administration department.
  • May attend meetings and take minutes.
  • May complete and process site license and survey applications.
  • May maintain administrative or site policies and policy database.
• Provide clerical support at the executive level.
  • Arrange and coordinate travel arrangements.
  • Compose correspondence.
  • Prepare reports.
  • Conduct special projects utilizing a variety of software programs or packages.
  • Manage and prioritize executive and department mail.
  • Monitor and manage department supplies and equipment.
  • May manage invoices and expense reports.
  • May provide support for contracts work including record management.
• May be responsible for assigned projects including work direction to others and coordination of project timelines.
• May work with patients/families that call or arrive to see the executive.
  • Act as intermediary or liaison for executive.
  • May assist to assure that questions / concerns are seen through to resolution.
  • May route questions/concerns to others.
• Other duties as assigned.

Required Qualifications

• Must be 18 years of age with education and/or experience needed to meet required functional competencies as listed on the job description
• 2 to 5 years of experience in administrative or executive support and computer proficiency

Preferred Qualifications

• High school diploma or GED
• Associate's or Vocational degree

Physical Demands

• Light Work:
• Lifting weightUp to 20 lbs. occasionally, Up to 10 lbs. frequently