Administrative Planning Assistant

Administrative Planning Assistant

This vacancy is with the Chief Clerks office. The eligibility list created by this vacancy may be used to hire other vacancies in the department or County. The Administrative Planning Assistant will provide administrative and planning support to various departments within the County Managers Office. Some responsibilities include, but are not limited to analyzing data and compiling reports; planning and coordinating functions related to short- and long-term projects; scheduling for senior level leaders, accounts payable; and supporting board proceedings for the Ramsey County Board of Commissioners.

To assist department / division directors and staff by performing a variety of administrative and planning functions to support implementation of priority initiatives; and perform related duties as assigned.

Flexible Workplace : This position is identified under the designation of flex work eligible, meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two-days per week are performed in office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the countys flexible workplace policy.

Examples of Work Performed :

• Assist in conducting studies, needs assessments and special projects to determine the need for and type of changes required in programs, services and priorities in response to changes in the environment and make recommendations for implementation.
• Prepare cover memos, resolutions, plans, charts and reports using information from grant proposals, state and federal rules and regulations, County policies, contracts, requests for proposals, and back-up documentation.
• Manage the Google drive, listserv, and social media pages. Assist in preparation and dissemination of monthly newsletter.
• Develop and manage incentivise programs, meeting and workgroups.
• Review program and demographic data from county department(s) and from outside agencies; calculate averages, percentages, and other statistics; and compile data into summary reports.
• Arrange and prepare for meetings and workgroups by coordinating schedules, securing appropriate facilities, coordinating programmatic details to ensure smooth functioning; gather and draft informational and meeting materials by writing, proofreading, and editing documents; produce documents, reports and related materials, submit materials for review and revisions before distribution; and provide support for and attend public meetings and media events.
• Create and monitor budget and programmatic spreadsheets to track and log expenditures and data; provide support in preparation of purchase orders and payments on invoices; obtain, create and maintain files as needed.
• Assist with monitoring visits and evaluating programs.
• Maintain regular contact and communications with residents, community partners, county department staff and participants regarding partnership developments; provide and obtain program resource information by contacting community agencies, developing data gathering tools, collecting survey information, compiling summary data, and writing reports.
• Assist in outreach to community agencies to establish and maintain relationships and to collect and share data and resources.
• Assist in analyzing evaluation data and services provided for compliance with goals and objectives and recommend corrective action where necessary.
• Assist with development and implementation of strategic plans within a service area, division or department.
• Perform other administrative duties as needed to support the staff team, service area, division or department.

Essential functions : 1, 2, 4, 6, 7, 9, 10.

Minimum Qualifications :

Education : High school diploma or equivalent.

Experience : Four years administrative, clerical, or planning experience (either paid or voluntary) that includes writing and editing of articles, contracts, grant applications, or reports in relevant area, and researching and analyzing data.

Substitution : Equivalent combination of education and related experience.

Certifications / Licensure : None.

Exam / Screening Process Information :

The examination process will consist of the following section with each section weighted as indicated :

The examination for Administrative Planning Assistant will consist of a training and experience rating, comprised of the questions in the attached supplemental questionnaire. Not all applicants who meet the minimum qualifications will pass the training and experience rating. The rating on this supplemental questionnaire will depend on your answers to the questions do not mark see resume or see work history as a response. Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination. Eligible List : The names of all applicants who filed a properly completed application and passed the examination / screening process shall be placed on the eligible list for an employment opportunity as an Administrative Planning Assistant. This list will be certified to the appointing authority which may use this list to conduct interviews to fill a vacancy. Candidates will remain on the list for 30 days or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted.

The names of all applicants who pass the examination with a score of 70% or higher will be forwarded to the department for further consideration.

Veterans Preference : This is a classified position requiring an open, competitive selection process. Veterans Preference points will be applied after a candidate passes the examination process. Applicants who are eligible for veterans preference should update their veterans DD214, and other supporting documents, and submit them as an attachment at the time of application. Criminal Background Checks : All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. However, making false statements or withholding information will cause you to be barred from employment, or removed from employment. E-Verify Participation : Ramsey County participates in the federal E-Verify program. This means that Ramsey County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employees Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Ramsey County is required to give you written instructions and an opportunity to contact DHS and / or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9. Equal Opportunity Employer : Ramsey County provides equal access to employment, programs, and services without regard to race, color, creed, religion, age, sex (except when sex is a Bona Fide Occupational Qualification), disability, familial or marital status, sexual orientation or gender identity, public assistance status, place of residence, political affiliation, or national origin. Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of its workforce. The county strives being equitable, inclusive, transparent, respectful, and impactful in how we serve and engage with residents, as well as Ramsey County employees. Advancing racial equity ensures all people who need access to opportunities and services we provide, will receive them. Racial equity is achieved when race can no longer be used to predict life outcomes, and outcomes for all are improved.

Ramsey County provides a wide range of employee benefits to support health, well-being, and work / life balance. Benefits eligibility can vary depending on union status / contract language. A summary of benefits is provided below. Detailed information is available for review at https : / / www.ramseycounty.us / employees / employee-open-enrollment-2025-benefits.

Medical, dental and vision insurance The County contributes a bargained percentage to the medical and dental monthly premium Employees choose from four enrollment tiers : Single, Employee + legally married spouse, Employee + Child(ren), Family Blue Cross Blue Shield Medical insurance three plan options including a High Deductible Plan with a Health Saving Account offered. Earn up to $20 / month in electronic gift cards for each enrolled employee or spouse for wellness activity MetLife Dental Insurance two plan options offered VSP Vision Insurance Advantage Plan offered

Pre-tax Benefit Program Pre-tax medical, dental, vision monthly premium deduction option Dependent and Health Care Flexible Spending Accounts County monthly contribution to a Health Savings Account for employees who elect the High Deductible medical plan

Paid time off Vacation hours, accrued based on years of service, ranging from 12 to 25 days per year (pro-rated for part-time employees) 11 scheduled holidays and two floating holidays Up to eight weeks of 100% paid parental leave, plus additional use of sick time as noted below Sick hours accrued at a rate of three weeks per year, which can be used for medical and dental care; injury or illness for you, your spouse or children; the birth or adoption of a child (up to 80 hours) or the death of a family member (up to 40 hours) Wellness incentive allows conversion of unused sick time to vacation or pay