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Senior Administrative Specialist - HRA

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Senior Administrative Specialist - HRA

Salary

$56,326.40 - $91,478.40 Annually

Location

390 Robert St. N St. Paul, MN

Job Type

Full-Time

Job Number

2024-00358

Division

Community Development

Department

HRA-Admin

Opening Date

12/04/2024

Closing Date

12/18/2024 11:59 PM Central

• Description

• Benefits

• Questions

WHO WE ARE

This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin. The position hours are Monday through Friday, 8:00 am - 4:30 pm.

We are theMetropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services.More information about us on our website. (https://metrocouncil.org/About-Us/The-Council-Who-We-Are.aspx)

The Community Development Division is responsible for the Council's regional long-range planning efforts; planning and technical assistance to local governments; planning for and funding the regional parks and open space system; delivering rent assistance through the Metropolitan Housing and Redevelopment Authority (Metro HRA); and delivering the Livable Communities Act grant programs.

We are committed to supporting a diverse workforce that reflects the communities we serve.

In Community Development, we have set the following goals to guide our work:

• Our division builds competency, takes meaningful action, and creates the necessary infrastructure to advance racial equity.

• Our division's workplace culture is diverse and inclusive and empowers employees of color.

Metropolitan Council Housing and Redevelopment Authority(Metro HRA) administers the federal Housing Choice Voucher program and related programs on behalf of nearly 100 suburban and rural communities throughout Anoka, Carver, and most of suburban Hennepin and Ramsey counties. Metro HRA serves low-income seniors, families, and households, as well as individuals living with disabilities.

How your work would contribute to our organization and the Twin Cities region:

TheSenior Administrative Specialist provides a variety of administrative support services of moderate complexity to support the HRA leadership team and staff. The Senior Administrative Specialist is the primary contact for HRA callers and visitors. This position will use Microsoft Office Suite (Excel, Word, Outlook, OneNote) and other programs like Metro HRA's housing software system to complete and track administrative activities.

What you would do in this job

• Provide customer service to HRA callers and visitors following data privacy laws. Answer general questions and connect callers to resources and staff, as appropriate.

• Provide administrative support by entering data, formatting documents, maintaining logs, and effectively communicating via multiple applications such as Word, Excel, Outlook, Teams messaging, OneNote, and Adobe.

• Work in a paperless environment.

• Efficiently prepare and process incoming and outgoing mail, email, faxes, etc., in compliance with data privacy laws; manage daily operation of printers and scanners; and organize documents into correct shared network folders.

• Provide Annual Recertification support, including mailing appropriate documents to participants and landlords. Retrieve Enterprise Income Verification reports, entering screening and actions-tracking in Metro HRA's housing software system.

• Provide portability support, including communication with Metro HRA staff and other Housing Authority offices. Assemble and send participant files, ensuring correct documents are complete and included for the transfer of housing assistance.

• Maintain a high level of professionalism, customer service, discretion, and timeliness in responding to requests, both in-person and virtual.

• Perform administrative duties utilizing Metro HRA's housing software system and other Council systems, such as WAM and PeopleSoft Financials, to complete vendor approvals, including ordering and tracking payments and invoices complying with current procurement guidelines.

• Other duties as assigned.

What education and experience are required for this job (minimum qualifications)

Any of the following combinations in completed education (degree field of study in Business Administration, Sociology, or related field) and experience (in administrative assistant duties):

• High school diploma/GED with three years of experience

• Associate degree with one year of experience

What additional skills and experience would be helpful in this job (desired qualifications):

• Experience working with Word, Excel, Teams, Outlook, OneNote, and Adobe.

• Experience performing data entry and administrative tasks with a high degree of accuracy.

• Experience as a receptionist or in a call center where required to manage multiple priorities, including high call volume, in-person visitors, fax, email, etc.

• Experience advancing and integrating the values of diversity, equity, and inclusion in the workplace.

What knowledge, skills and abilities you should have within the first six months on the job:

• Ability to answer basic questions about and provide resources for HRA programs and services.

• Skills in Mitel phone systems and Microsoft Teams to communicate and forward calls.

• Skills in Word, Excel, Teams, Outlook, OneNote, and Adobe.

• Ability to proficiently navigate through Housing Pro software.

• Ability to manage the high volume of communications and administrative tasks.

• Ability to communicate effectively both verbally and in writing.

What you can expect from us:

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.

• We encourage our employees to develop their skills through on-site training and tuition reimbursement.

• We provide a competitive salary, excellent benefits and a good work/life balance.

• We encourage and support staff in bringing the full range of experiences and identities that define them to the workplace.

More about why you should join us! (http://metrocouncil.org/Employment/Making-A-Difference.aspx)

Additional information

Union/Grade:AFSCME/Grade C

FLSA Status: Non-Exempt

Safety Sensitive: No

What your work environment would be:

Work is performed in a standard office setting. Some positions may require travel between the primary work site and other sites.

What steps the recruitment process involves:

• We review your minimum qualifications.

• We rate your education and experience.

• We conduct a structured panel interview.

• We conduct a selection interview.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council, you must pass a drug test (safety sensitive positions only), and a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply.

If you have a disability that requires accommodation during the selection process, please email HR-OCCHealth@metc.state.mn.us.

We believe our employees are a key to our agency's success! In order to attract and retain high quality employees, the Council provides a highly competitive benefits package both in choice and coverage levels. Some highlights about our benefits are listed below:

• Guaranteed monthly retirement income through Minnesota State Retirement System pension fund

• Opportunity to save additional funds for retirement on a tax-deferred basis through a voluntary deferred compensation (457) plan

• Two or more medical plans from which to choose, with employer contribution towards premiums over 80%

• Dental insurance, life insurance and vision insurance

The following benefits are provided to all employees as part of working for the Council. You will have access to free:

• Well@Work clinic

• bus/rail pass valued at over $1200 per year

• parking at many job locations

• fitness centers at many job locations

• Employee Assistance Program

• extensive health and wellness programs and resources

  01

  Applicant Instructions: The supplemental questions listed below are to further evaluate your education and experience and to determine your eligibility for this position. Answer each question completely and please do not type "see resume." Otherwise, your application will be considered incomplete and you will not receive further consideration for this position. The experience you indicate in your responses should also be consistent with the Work History section of this application. If you attach a resume and/or cover letter to your application, it will be reviewed at the education and experience review step. I have read and understand the above instructions regarding supplemental questions.

• Yes

• No

  02

  How did youfirsthear about this job opening?

• CareerForce Center

• Community Event/Organization

• Employee Referral

• Facebook

• Glassdoor

• Indeed

• Job Fair

• LinkedIn

• Metro Transit Bus Advertisement

• Twitter

• Website: governmentjobs.com

• Website: metrocouncil.org

• Website: metrotransit.org

• Website: minnesotajobnetwork.com

• Other

  03

  If you selected "other," please describe where you first heard about this job. If you selected "employee referral," please enter the employee's first and last name, ID number (if known), and job title.

  04

  Please select the option below that reflects your education and experience level.

• High school diploma/GED AND three or more years of experience in administrative assistant duties

• An Associate or higher degree in Business Administration, Sociology, or related field AND one or more years of experience in administrative assistant duties

• Some education in Business Administration, Sociology, or related field AND/OR some experience in administrative assistant duties, but less than the options above

• None of the above

  05

  If you indicated in question #4 that you have experience in administrative assistant duties, please describe your experience, including duties performed, where the experience took place, and the duration. If this does not apply, please type "N/A."

  06

  Are you willing and able to work Metro HRA service hours (Monday-Friday, 8:00 AM – 4:30 PM) with a hybrid schedule from home and onsite?

• Yes

• No

  07

  Please select the programs below with which you have work experience, proficiency, and the ability to navigate (select all that apply).

• Word

• Teams

• Outlook

• Excel

• OneNote

• Adobe

  08

  Please describe your experience with EACH of the programs you selected in question #7, including duties performed, examples of your work, where the experience took place, and the duration. If this does not apply, please type "N/A."

  09

  Do you have call center or receptionist experience?

• Yes

• No

  10

  If you indicated in question #9 that you have call center or receptionist experience, please describe your experience, including duties performed, where the experience took place, and the duration. If this does not apply, please type "N/A."

  11

  Please describe your experience handling multiple priorities, such as high call volume, in person visitors, email, fax, mail, etc., and include duties performed, where the experience took place, and the duration. If this does not apply, please type "N/A."

  12

  If you are bilingual or multilingual, please indicate the language(s) other than English that you read, write, and/or speak. If you do not read, write, and/or speak any language(s) other than English, please type "N/A."

  13

  At the Metropolitan Council, Community Development division employees actively work to advance equity as part of the division's commitment to public service and as co-workers within the division. They value integration of equity in their work and equitable outcomes throughout the region. Describe how you have advanced equity within your work and/or personal experiences. If you do not have this experience, please type "N/A.

  Required Question

Agency

Metropolitan Council

Address

390 Robert St. N.St. Paul, Minnesota, 55101

Website

https://metrocouncil.org

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