Department Coordinator

Salary: $29.86 - $35.83 Hourly

Job Number: 00042

Closing Date: 10/27/2024 11:59 PM Central

Position Summary

Are you a dedicated professional with a knack for providing top-tier executive support?  Are you passionate about facilitating smooth operations and have a keen eye for detail?  If so, we strongly encourage you to apply for one of our Department Coordinator positions!  We are hiring two Department Coordinators to provide executive level support to department directors and division managers.

We offer:

Competitive Pay:  We believe in rewarding top talent with top pay.

Comprehensive Benefits:  We offer an attractive benefits package that includes health, dental, wellness program, employer paid long-term disability, pension & a 457b retirement match, and paid time off.

Work Environment:  Experience our newly renovated office space, thoughtfully designed to inspire productivity and comfort. Plus, enjoy the convenience of free parking for all employees!

What we’re looking for:   

Individuals who uphold high standards of professionalism, confidentiality, and problem-solving, with strong attention to detail and customer service. Advanced skills in Microsoft 360. Excellent communication, both written and verbal, and can interpret complex information. Sound judgment and the ability to multitask, can work independently, collaborate with a team, and maintain courteous interactions with stakeholders.

Applicants must complete the Application for Employment in its entirety and submit the following:

• Cover letter (If you have work experience in Human Resources, Legal, or Finance, please be sure to highlight that experience in your cover letter)
• Resume

Essential Job Duties

Human Resources, Learning & Strategic Initiatives (HRLSI) Department Coordinator

• Lead special projects and perform other administrative tasks as assigned by HR & Learning Director or division managers
• Develop multi-media presentations for HR & Learning Director and divisions managers as requested
• Prepare Board agenda items for division managers as needed
• Process travel expense reimbursement and reconcile monthly credit card transactions for HR & Learning, per division manager’s request
• Coordinate logistics and provide support to internal teams or committees as assigned, including the HR team and HRLSI leadership team
• Monitor department budget related to special events and meetings including purchasing of supplies and arranging other logistics such as speakers
• Edit and format of member resource materials on the League’s website
• Assist with internal events – wellness, etc.
• Internal communications and formatting of Employee Handbook
• Support the professional development of League employees – Registration, communication, tracking, and logistics
• Support web content reviews to ensure learning materials are reviewed regularly and archived when necessary
• Support the team to ensure that members are able to register for events and access online learning materials. This may involve direct communication with members walking them step by step through processes, requiring a friendly and patient demeanor
• Support for internal DEI team, including agenda, minutes, and meeting preparation
• Support for internal survey & program evaluation processes

General Counsel & Finance Department Coordinator

• Responsible for conserving executive level leadership time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information and initiating, prioritizing and managing email and other communications such as scheduling meetings, handling travel arrangements, tracking expenses, drafting and finalizing communications, and designing and implementing processes
• Maintains executives’ complex appointment schedules by planning, scheduling meetings, conferences and managing calendars, proactively reviewing calendars and anticipating potential needs; Process, resolve and prioritize complex questions, concerns, and information to Leadership team and League staff via telephone, email, mail and in person
• Maintains confidentiality and confidence by protecting sensitive information and operations
• Develop and/or assist with creation of multi-media presentations
• Editing and formatting of member resource materials on the League’s website.
• Formatting and posting of Bureau of Mediation Services summaries
• Formatting and filing of briefs for the Amicus Program
• Coordination and maintenance of contracts
• Support for communication among the Facilities Manager, staff and outside vendors related to construction and maintenance projects for the LMC Building
• Coordinate planning related to changes to parking access, building access and alternate work locations during large events or during construction projects.
• Assists in preparation agendas, staff reports and presentations to the League Board, LMCIT Board and Building Company Board.
• Assists with payroll processing, payment of invoices, processing League revenues or other financial operations that occurs on a regular basis.
• Provide back-up to the front desk on a regular basis

Core qualifications & Desirables

Core Qualifications

• High school diploma or equivalent and four years general administrative experience in an office setting.
• One year of work experience performing technical Human Resources, Legal, or Finance work or one year of experience supporting a top executive position.
• Ability to travel in-state occasionally.

Desirable Qualifications

• Two-year degree in Business Administration or related field, experience providing executive support
• Work experience in a municipal or government setting.

Examples of Performance Criteria

• Demonstrates the desired standard of conduct and work; Ability to analyze and resolve problems; Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive and private information.
• Attention to detail: Sets strong example of professionalism for team; Customer service skills including demonstrated ability to build positive relationships with employees, members, and others; knowledge of the functions and responsibilities of League departments, staff, Board, and members
• Excellent Microsoft 360 (Outlook, Teams, Word, Excel, and Powerpoint) skills.  Knowledge of and ability to operate standard office software sufficient to manipulate data, draft reports, and maintain records
• Ability to welcome and provide customer service to ensure comfort of visitors
• Excellent writing, editing, and grammatical skills. Verbal and high-level written communication skills sufficient to effectively respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand, and interpret complex and varied work-related materials
• Good judgment on when to consult with team members
• Excellent multi-tasking skills and the ability to work independently and to prioritize work requests
• Collaborate with other administrative staff, readily stepping in to assist when requested
• Exercises sound judgment in interactions with League members, Board members, the public, and League staff is courteous and helpful in all interactions
• Considers traditional management concerns and Insurance Trust/Loss Control concerns in all duties, particularly in providing assistance and information to member cities
• Develops and maintains effective systems for storing and retrieving information.
• Meets or exceeds League Empowerment and Performance Program (LEAPP) results/timelines and other department performance measures.
• Promotes diversity and inclusion objectives, including race equity objectives, defined by the League and continually examines own performance to eliminate implicit bias in carrying out duties and interacting with the public, coworkers, and members.

Applicant Advisory

We welcome you as an applicant for employment with the League of Minnesota Cities. It is the League of Minnesota Cities' policy to provide equal opportunity in employment, and we are committed to building a diverse, welcoming, and respectful workforce. We seek and welcome candidate applications from historically underrepresented groups, such as BIPOC (Black, Indigenous, People of Color) women, LGTBQ+, and those living with disabilities as well as Veterans. The League of Minnesota Cities will not discriminate on the basis of race, natural hair styles and textures (including but not limited to