Stearns County, Minnesota

Executive Assistant

Stearns County Mission: Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All. Stearns County Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable

Stearns County is an equal opportunity employer and does not discriminate on the basis of race, color, creed, religion, national origin, sex, age, marital status, public assistance status, veteran status, disability or sexual orientation.

It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.

Position Objective: To provide independent and professional senior administrative support using confidentiality and sound judgement while taking a proactive approach to anticipate and meet the needs of the department that ensures quality customer service to the organization. This position is responsible for research, project coordination, electronic document and calendar management, meeting preparation, customer service, and assisting with maintenance of policies and labor contracts while supporting County policies and collective bargaining agreements.

Essential Duties and Responsibilities:

1. Provides confidential administrative support by performing electronic file management, report preparation, basic technology assistance, developing correspondence, preparing and distributing materials, and the coordination of special projects.
2. Coordinates and manages the HR Director's calendar on a daily, weekly, monthly, and annual basis with consistency and accuracy.
3. Anticipates the needs of the HR Director by proactively reviewing upcoming meetings, identifying and preparing background materials, and ensuring the Director is prepared with accurate, timely, and organized information.
4. Coordinates and prepares meeting arrangements both virtually and in person, sends out invites on behalf of the HR Director, ensuring agendas are prepared and attendees have the resources needed and coordinates special events for Human Resources.
5. Facilitates effective communication with both internal teams and external business partners to provide responsive and professional departmental organizational information.
6. Prepares agendas and minutes for internal and external meetings and committees; ensures that minutes are reviewed and posted after approval and action items are processed.
7. Monitors incoming electronic communications for the HR Director to facilitate distribution and identify action items; prioritizes and responds utilizing independent judgment to ensure timely resolution.
8. Prepares, implements, and monitors Human Resources budget by collecting and reviewing data and trends to provide accurate analysis and recommendations to achieve an approved budget adhering to County policies.
9. Researches, analyzes, prepares, reviews and edits County Board action items and presentations under the direction of the Assistant HR Director and HR Director.
10. Assists with the interpretation, analysis, development, organization, and distribution of Personnel Policies and collective bargaining agreements ensuring applicable updates are made and changes are communicated timely to provide consistent, accurate, and clear information.
11. Reviews invoices, maintains records and receipts, reconciles statements and makes purchases with department purchasing card. Codes transactions to budget line items ensuring that the budget is maintained within set constraints and that bills are reviewed and paid in a timely manner.
12. Submits, tracks, and distributes items relating to supply order, copy requests, and work orders.
13. Coordinates conference arrangements including registrations, travel, hotel and assembles necessary materials.
14. Completes data requests from other counties and external partners by gathering, verifying, and securely transmitting accurate information through email and other authorized platforms.
15. Designs and produces professional-quality PowerPoint presentations and related visual materials that clearly communicates data, metrics, and strategic information to leadership audiences ensuring accuracy, clarity, and alignment with the mission and values.
16. Assists with HR data tracking and reporting by gathering and verifying information for metrics such as turnover, vacancies, training compliance, or budget-to-actual spending.
17. Coordinates assigned projects including researching, marketing and presentation of materials using PowerPoint, Canva and other software technologies.
18. Assists with website editing for the department internally and on the public website to provide information, articles, documents, etc. accurately and in a timely manner.
19. Attends work regularly and in a timely manner.
20. Performs other duties as assigned or apparent.

Minimum Qualifications:

• High School graduate or equivalent
• Two years of post-secondary education and two years of progressively related experience OR six years of progressively related experience
• Experience using Microsoft Outlook, Word, Excel and PPT
• Typing speed of 55 words per minute

Preferred Experience Beyond Minimum Qualifications:

• Experience providing calendar management support for a director or senior leadership role

Desirable Knowledge, Skills and Abilities:

• Knowledge of administrative and office practices, procedures, electronic file management and technology.
• Knowledge of English grammar, punctuation and vocabulary and composition of materials.
• Knowledge of meeting management and meeting support practices.
• Knowledge of county government and services.
• Skilled in active listening, critical thinking, and problem solving.
• Skilled in creating presentations and publications using advanced software technologies including Canva.
• Ability to be self-motivated, organize work and demonstrate attention to detail.
• Ability to research, assemble, organize, analyze and present data and statistical reports.
• Ability to prioritize tasks in a fast-paced environment and be highly flexible with work demands.
• Ability to work successfully in both a team and independent setting.
• Ability to follow complex oral and written instructions.
• Ability to handle information with discretion and in a confidential manner.
• Ability to work collaboratively with all levels of internal management and staff, outside clients, and vendors.
• Ability to make appropriate decisions in accordance with precedents and regulations and apply those decisions as required by work situations.
• Ability to effectively communicate verbally and in writing.

Accountabilities Shared By All Employees:

• Consistently performs job responsibilities with a positive attitude and in a manner consistent with the County's mission and values.
• Develops and maintains a respectful and collaborative professional relationship with all County employees and the public we serve.
• Values and respects the diversity each employee brings to the organization.
• Develops and maintains knowledge and understanding of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
• Complies with all rules and policies to maintain a safe work environment.

Work Environment and Physical Demands:

The primary responsibilities for this position will be performed approximately 100% of the time indoors. May require travel to offsite locations and minimal attendance at meetings outside of normal work hours. Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort. All employees are required to reside within the state of Minnesota. Extent of Supervision or Guidance Provided: Work is performed under the general supervision of the Human Resources Director. Responsibility for Public Contact: Frequent.

Hours of Work: Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday; may include hours outside of normal work hours on occasion. Potential for a hybrid work environment and flexible work arrangements as determined by employee and supervisor.

Application Procedure:

Attach three professional references as part of the online application. It is important that your application is thoroughly completed with all relevant education and experience you possess, regardless of whether a resume is attached.

Interview Date: If you are selected to be interviewed for this position, interviews will be held on a date to be determined. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience.

Benefits: To view Stearns County benefits go to: Stearns County Benefits Page

If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.