Administrative Specialist- (Long Term Temporary) Up to two (2) years/benefits eligible

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

Are you detail-oriented and self-disciplined? Do you have excellent organizational skills and a keen ability to focus? This Administrative Specialist position might be a good fit for you.

The Environmental Services division is seeking to hire one (1) Administrative Specialist - Long Term Temporary (Up to two (2) years duration). This vacancy will be 100% working on-site at the Regional Administration office, located at 390 Robert Street N., St. Paul, MN.

This vacancy is eligible for benefits!

About the Department:

The Plant Engineering group is part of the Capital Design and Delivery department which is responsible for planning, design, construction, and commissioning of capital projects to expand, improve, and rehabilitate the Twin Cities regional wastewater treatment system. The Plant Engineering group manages the capital program for infrastructure located at nine (9) Water Resource Recovery Facilities (WRRFs). The Plant Engineering group also oversees the commissioning program for capital projects and provides technical support to Operations and Maintenance.

Electronically compiling and archiving project data about new facilities installed as part of a capital project is a very important function of the Plant Engineering group. The information is needed to properly operate and maintain equipment, and it is needed to plan and design future capital projects.

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

The Administrative Specialist is a long-term, project-focused temporary position in the Plant Engineering group, responsible for preparing historical project paper files for scanning, performing quality control checks of scanned files, renaming scanned files, and transferring the electronic files for long-term storage. This position will help Plant Engineering and other internal stakeholders to more efficiently access record information.

Preparation of paper files includes de-duplicating, removing paper bindings, removing file folders, etc. Quality control checks include verifying accuracy and quality of electronic scans, spot-checking that electronic scans have Optical Character Recognition (OCR), combining or separating electronic scans as needed to organize scans into complete files, and returning documents associated with incomplete/unacceptable scans to be re-scanned. The Administrative Specialist will maintain an Excel spreadsheet to track documents through the conversion process.

• Review hardcopy files in plant engineering file storage boxes with plant engineering manager, assistant manager, or other assigned project manager to identify record information that should be scanned.
• Prepare hardcopy records for scanning. Other duties as assigned.
• Transfer quality electronic record files from "File Transfer Protocol" (FTP) site to long-term storage location within 90 days of receipt.
• Participate on scanning project team and communicate project progress with plant engineering staff, management, and other internal stakeholders to maximize productivity and efficiency.

• Perform quality control.

High school diploma or equivalent AND at least two (2) two years of administrative work experience.

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

• Strong attention to detail and strong comfortability in identifying, classifying, and sorting documents based on content while keeping the documents original integrity in place, e.g., page numbers, proper view of documents and orientation.

• Experience working with diverse populations of internal and external customers.

• Knowledge of secretarial and administrative procedures.
• General office skills including spreadsheets and databases.

• 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.

More about why you should join us!

Union/Grade: AFSCME/Grade A
FLSA Status: Non-Exempt
Safety Sensitive: No
Full Salary Range: $24.47 -$39.73 hourly/ $50,898 -$82,638 annually.

What your work environment would be:
Work is performed in a standard office setting. Some positions may require travel between primary work site and other sites.

What steps the recruitment process involves:

1. We review your minimum qualifications.
2. We rate your education and experience.
3. We conduct a structured panel interview.
4. We conduct a selection interview.