Overview
Temp Administrative Assistant/Coordinator- Full Time Jobs in Chelsea, MA at The Home for Little Wanderers, Inc.
Salary
$27.90 Hourly
Location
Minnetonka, MN
Job Type
Flexible Part-time
Job Number
2025-00060
Department
Public Works
Opening Date
05/31/2025
Closing Date
6/13/2025 11:59 PM Central
FLSA
Non-Exempt
Why Minnetonka?
Supportive culture • Work-life fit• Well-being • Employee-focused • Make a difference
Our greatest asset are our people. City of Minnetonka employees work together to drive change and make a meaningful impact on the community. We support one another in our personal and professional lives. You can expect to make a difference because in Minnetonka you and your work matter.
Job Description
This position would be four hours per week and then on-call as needed to fill in for the full-time front desk administrative assistant. This position is not eligible for benefits.
The Public Works Department reception area is often the first point of contact for callers and visitors to the Public Works Department. The primary objective of this position is to provide reception, secretarial and clerical services to ensure the prompt and accurate processing of records, information, and data; and support services relating to the administration of the Public Works Department.
Schedule:
This position is primarily scheduled for Tuesdays from 11:30 AM to 3:30 PM, with additional on-call hours as needed. Flexibility and availability for occasional coverage or support outside of the regular hours is preferred.
Duties/Responsibilities
Essential Job Functions:
Performs customer service duties relating to the reception area telephone console and visitors to the Public Works Department.
Responds to requests for information or directs calls and visitors to appropriate individual/department.
Schedules appointments for service requests.
Processes/enters employee time keeping records, scans and files.
Routes/processes accounts payable billings.
Prepares request for payment.
Processes department credit card purchases.
Provides administrative support and processes data for multiple divisions, such as Parks and Streets, Engineering, Utilities, Natural Resources, Facilities and Fleet.
Assists in city mailings for all divisions
Enters/maintains/runs reports for training database and maintains training files.
Coordinates weekly uniform delivery and tracks uniform repairs.
Generates monthly fuel reports, reviews and prepares monthly submittals to appropriate regulatory agencies.
Responsible for overseeing Tree Care Contractor administrative duties for the Natural Resources department.
Other Job Functions:
Responsible for operating/maintaining the following equipment and areas:
Public Works reception area
Public Works bulletin boards
Public Works kitchen supplies
Telephone console and related equipment
Equipment within administration area (computer, printers, scanner, copier, fax)
Performs duties relating to the sorting and distribution of incoming and outgoing mail.
Responsible for ordering, stocking and organizing the office supply area.
Assists with the preparation of community events and neighborhood meetings including tracking registrations.
Coordinates interviews and provides setup assistance of seasonal staff.
Coordinates Private Well citywide tracking and distributes notifications.
Updates and maintains annual water permits and antenna installation payments.
Maintains Tanker Filler permits and revenue.
Performs record filing and retention duties following city guidelines.
Performs scanning and indexing of information/data for imaging system.
Generates call back list for weekend on-call shifts.
Performs other tasks as assigned.
Qualifications
Minimum Qualifications:
High school diploma or equivalent
Two years of customer service experience in an office setting
Two years of experience using Microsoft Office Products with a high degree of proficiency
Must exhibit maturity, professionalism, confidentiality and the ability to remain focused on tasks, meet deadlines and show initiative
Desired Qualifications:
Associate of Arts Degree
Previous experience in a municipal Public Works department
Three or more years of customer service experience
Previous experience in public sector position involving receptionist and telephone answering duties
Additional Information
Skilled in:
Providing a high level of customer service.
Proficient operation of office equipment including telephone console, personal computer, fax, copier, , scanner and printers.
Organization, prioritization, and multi-tasking skills and ability to effectively manage workload and time commitments/expectations.
Ability to:
Be diplomatic, empathetic and cooperative in dealings with internal and external customers.
Communicate clearly, effectively, efficiently, and professionally with internal and external customers.
Gain knowledge of the functions, organization and procedures of all departments within the organization.
Work independently, with minimal supervision.
Use sound judgment.
Exceptional services provided by exceptional people. We promote a supportive work environment that encourages excellence, accountability, customer focus and teamwork where employees are appreciated, respected and valued through our commitment to the employee-developed shared values:
Adaptable Learning & Innovation
Authentic Communication
Healthy Human Relationships
Contagious Enthusiasm
Outcome Focused Teamwork
Shared Success
Not Sure You Meet All the Qualifications?
If this role interests you, but you’re unsure about meeting all the listed requirements, we encourage you to apply! Your unique experiences may be more relevant than you think, and we value both technical skills and diverse perspectives.
How to Apply:
Click “Apply” at the top of the page before the closing date.
Submit these documents via the online application system (no zip files or links):
Resume
Cover Letter
Questions? Contact Human Resources at [email protected].
Hiring Process:
Open Job Posting: Requisition is open and accepting applications.
Selection Process: Qualified applicants join a candidate pool. Hiring managers select candidates for interviews and/or assessments. You’ll be notified if selected.
Pre-Employment Screening: This may include a driver’s license, a criminal history background check, a drug test, a physical exam, a work assessment or simulation, and, if education-based, proof of qualifications.
Contact Us:
For position-related questions, email Katie Xiong at [email protected].
Veteran’s Preference:
Veterans can request preference under MN Statute 197.455 by submitting a DD214 with their application.
Equal Opportunity Employer:
The City of Minnetonka values diversity and does not discriminate based on race, color, creed, age, religion, national origin, marital status, disability, sex, sexual orientation, familial status, public assistance status, or other protected classes.
Show more
Title: Temp Administrative Assistant/Coordinator- Full Time
Company: The Home for Little Wanderers, Inc.
Location: Chelsea, MA
