Job Description

Salary: $29.56 - $31.45 Hourly
Location : Blaine, MN
Job Type: Full Time
Job Number: 181
Department: Public Services/Public Works
Opening Date: 06/09/2025
Closing Date: 6/23/2025 4:30 PM Central


Description


The Administrative Assistant provides comprehensive administrative and clerical support to the Public Works Department. This role performs a wide range of duties including scheduling, customer service, database management, document preparation, payroll support, inventory/asset management tracking, training coordination and records maintenance. The position requires a high degree of independence, technical proficiency, and familiarity with departmental functions related to streets, utilities, parks, and infrastructure services.

Examples of Duties

1. Coordinate and schedule meetings, appointments, inspections, and use of conference rooms; maintain department calendars and signage.
2. Answer and route phone calls, respond to email and in-person inquiries, and provide accurate information to staff and the public in accordance with departmental policies.
3. Prepare and distribute agendas, take minutes at meetings, and maintain training logs and safety documentation.
4. Create and maintain databases, spreadsheets, and documents using Microsoft Office tools (Excel, Word, Outlook, Access).
5. Process work ordersand service requests into asset management system.
6. Issue and track water meters; coordinate related inspections and maintain accurate inventory and records.
7. Coordinate and track employee trainings, update SDS library.
8. Prepare purchase orders, assign account codes, and maintain purchasing records; manage inventory and ordering of tools, supplies, and materials.
9. Record, report and track incident and insurance-related information including injuries and accidents.
10. Support preparation of grant documentation (e.g. for storm damage).
11. Provide backup support to other clerical roles within the city and assist with the seasonal hiring processes.
12. Other administrative duties as assigned.

These examples are intended only as illustrations of various types of work performed and are not necessarily all-inclusive. The job description is subject to change as the needs of the employer and requirements of the job change.



Knowledge, Skills, and Abilities

1. Strong knowledge of office procedures, record management, and municipal administrative practices.
2. Proficient in Microsoft Office Suite (Word, Excel, Outlook); ability to operate office equipment and software systems accurately and efficiently.
3. Excellent verbal and written communication skills; ability to draft correspondence and edit materials.
4. Strong organizational skills and attention to detail; capable of managing multiple priorities under deadlines.
5. Skill in mathematical computations, budget tracking, and inventory control.
6. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
7. Interpersonal skills to effectively interact with staff, contractors, and the public in person, over the phone, and via written correspondence.

Supplemental Information


MINIMUM REQUIREMENTS

1. High school diploma or GED.
2. Three (3) years of progressively responsible administrative or clerical experience, preferably in a public works or municipal environment.
3. Two (2) years of experience with Microsoft Excel and Word.
4. Valid driver's license.

DESIRABLE QUALIFICATIONS

1. One (1) year of clerical experience within a municipal public works department.
2. Familiarity with OpenGov asset management software and public infrastructure terminology.
3. Completion of advanced administrative training.

The City of Blaine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
We offer an excellent comprehensive benefit package for full time employees. Including paid vacation, sick leave, medical, dental, life insurance, long term disability, retirement benefits, educational assistance, employer paid employee assistance program, Flex Spending, Post Retirement Health Care, optional deferred compensation and short term disability.
For 2025, the City contributes $1,540.00 per month for each full-time employee to apply towards the benefits offered through the cafeteria plan if electing medical coverage. For 2025, the City contributes $714.44 per month for each full-time employee if medical coverage is waived. The City's contribution is pro-rated for part-time employees.
MEDICAL INSURANCE
The City of Blaine offers a full cafeteria plan. All full-time probationary and regular City employees are eligible to participate. Single coverage is part of the core, but if the employee so elects, he/she may include his/her dependents on a family policy. Employees may choose from five options under HealthPartners. Coverage becomes effective the first of the month following date of hire for both employee and employee+ policies. The following are the monthly premiums for each plan:

HealthPartners (1/1/2025)

Group #5602

$30 Co-Pay 100%

$3300 HDHP/HSA

$3300 RX HDHP/HSA

$5000 RX HDHP/HSA

$2500 HSA Aggregate

Employee

$1,244.56

$934.56

$959.06

$875.56

$955.06

Employee + Child(ren)

$2,489.06

$1,868.56

$1,918.06

$1750.56

$1,910.06

Employee + Spouse

$2,613.56

$1,962.06

$2,014.06

$1,838.06

$2,005.56

Family

$3,235.56

$2,429.06

$2,493.06

$2,275.56

$2,482.56
DENTAL INSURANCE
Single dental insurance is part of the core, but family dental insurance is available. All full-time probationary and regular employees are eligible. This dental insurance becomes effective on the first of the month following date of hire. The monthly premiums for single and family coverage is:

PLAN SINGLE DEPENDENT/FAMILY
HealthPartners $57.75 $113.07

LIFE INSURANCE
Basic life in the amount of $50,000 is part of the core. All full-time probationary and regular City employees are provided with a term life, accidental death and dismemberment insurance policy.

PLAN RATE
Lincoln Financial $8.50

ADDITIONAL LIFE INSURANCE
Available for family members of all full-time probationary and regular employees at low group rates from Lincoln Financial and/or PERA Life. Specific regulations apply.


LONG-TERM DISABILITY
All active full-time employees who work 40 hours a week are eligible to participate in the long-term disability (LTD) plan.


RETIREMENT
Retirement benefits are those of a coordinated plan which combines the benefits of the Public Employees Retirement Association (PERA) with regular Social Security benefits. The employee contributes 6.50% of total annual earnings to PERA. The city contributes 7.50% of the employee's annual earnings to PERA. The employee also contributes the mandatory social security contribution which is matched by the City.


EDUCATIONAL ASSISTANCE
All regular full-time employees are eligible for tuition reimbursement upon satisfactory completion of approved work-related educational courses offered by accredited institutions.


EMPLOYEE ASSISTANCE
All regular full-time employees may participate in an Employee Assistance Program through HealthPartners at the City's expense. In certain instances, this benefit extends to the employee's immediate family as well.

DEFERRED COMPENSATION
All full-time probationary and regular employees are eligible to participate in a pre-tax savings program through payroll deduction.
HEALTH SAVING ACCOUNTS and/or FLEXIBLE SPENDING ACCOUNTS

All full-time probationary and regular employees are eligible to participate in the City's pre-tax health savings account and/or flexible spending accounts for medical/dental/vision expenses and/or dependent care costs. Specific rules and regulations govern use and eligibility.

POST EMPLOYMENT HEALTH CARE SAVINGS PLAN (HCSP)
The city has implemented the Minnesota State Retirement System HCSP, which requires employees to save money on a pre-tax basis to pay medical expenses and/or health insurance premiums after termination of public service.


HOLIDAYS
The following eleven paid holidays will be observed by the city, New Year's Day, ML King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day After Thanksgiving, Christmas Day, Floating Holiday.


VACATION
Vacation leave is accrued by all regular full-time employees.

SICK LEAVE
Sick leave is accrued by all full-time employees at the rate of four hours per pay period with a maximum accumulation of 960 hours. A minimum of one hour must be used per occurrence.


BEREAVEMENT LEAVE
All probationary and regular employees are eligible for bereavement leave upon the death of an immediate family member. Employees may convert up to four days of sick leave per occurrence.
01


Do you have a High School diploma or GED?

• Yes
• No

02


Do you have three (3) years of progressively responsible administrative or clerical experience, preferably in a public works or municipal environment?

• Yes
• No

03


Do you have two (2) years of experience with Microsoft Excel and Word?

• Yes
• No

04


Do you have a valid Driver's License?

• Yes
• No

05


Do you have one (1) year of clerical experience within a municipal public works department?

• Yes
• No

06


Do you have familiarity with OpenGov asset management software and public infrastructure terminology?

• Yes
• No

07


Do you have advanced administrative training?

• Yes
• No

08


Are you claiming a Veteran's Preference?

• Yes, Veteran
• Yes, Disabled Veteran
• No

09


How did you learn about this position?

• Website
• Current Employee
• Referral

Required Question City of Blaine, MN

Job Tags

Hourly pay, Holiday work, Full time, Temporary work, Part time, For contractors, Christmas work, Seasonal work, New year, Immediate start,

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