Administrative Assistant

The City of Rogers is accepting applications for the position of a full-time Administrative Assistant for City Hall. The Administrative Assistant plays a key role in managing the City’s front desk, telephones, and reception duties. This position supports Planning and Community Development, Building Inspections, and Administrative functions of City Hall. Minimum qualifications include a high school diploma or equivalent, two years of increasingly responsible general office experience, and additional office experience, including reception, data entry, word processing, and filing. Experience with Microsoft Office and a valid Minnesota driver’s license is also required.

Title: Administrative Assistant (City Hall)

Department: Administrative/Planning/CD/Building Inspections

Accountable To: Senior Permit Technician

Supervision of Others: None

FLSA Status: Non-exempt

Position Status: Full-Time

Salary Grade: 7

Revision Date: October 2025

Salary: $26.47 to $34.83 hourly

Closing: October 31, 2025

POSITION SUMMARY

The Administrative Assistant plays a key role in managing the City’s front desk, telephones, and reception duties. This position supports Planning and Community Development, Building Inspections, and Administrative functions of City Hall.

ESSENTIAL FUNCTIONS OF POSITION

Administration:

  • Provide a first point of contact to individuals visiting Rogers City Hall and connecting the individuals to the proper staff contact point.

  • Receives direction from the Fire Chief, Assistant City Administrator, Community Development Director, and Finance Director for job specific duties.

  • Receives and routes routine phone calls, assists the public; provides information on departmental policies and procedures; transfers inquiries to the appropriate individual or department.

  • Assists customers at the front desk at City Hall with various questions, comments, or concerns. This includes initial interactions and interpreting who the proper staff member is to assist with the item.

  • Assists with the mail and package sending and delivery.

Planning and Community Development:

  • Intake and process all land use applications to ensure completeness including the processing of payments.

  • Create and process public hearing notices including the mailing of notices to affected properties.

  • Track 60 and 120-day deadlines for land use applications to ensure proper procedure is being followed.

  • Provide basic level responses to individuals seeking information related to planning and zoning to members of the public.

  • Ensure proper scanning and filing of completed applications and files as required through Minnesota Data Practices.

  • Coordination of the signing of agreements, plats, and other documents with the proper City representations.

  • Processes all massage establishment license applications and rental registrations.

  • Recording of development and legal documents with Hennepin County as deemed necessary by the City Planner or Community Development Director.

  • Prepares, types, edits and proofreads a variety of documents including general correspondence, reports, agendas and minutes; invoices and enters data and information into various computer programs.

  • Attends monthly Planning Commission meetings assists in the preparation of agendas and supporting documentation, and prepares minutes of the Planning Commission meetings.

Building Inspections:

  • Serve as a back-up to the Permit Technician related to building and plumbing permits. This includes, but is not limited to, scheduling inspections, processing payments, and reviewing permit applications for completeness.

  • Exhibit respectful and cooperative relationships with co-workers, City management, City Council, general public and City consultants and contractors in an effort to help establish, maintain and enhance Roger’s reputation as a well-managed and business-friendly City.

  • Will perform other duties as assigned.

PERFORMANCE STANDARDS

Ability

  • Must have the ability to work independently and prioritize work.

  • Demonstrate, by example, leadership, ingenuity, service excellence and integrity expected from all City staff as defined by our core values and code of conduct.

  • Safeguards confidential data and sensitive personnel information.

Communications

  • Must have the ability to actively listen to others for understanding of their needs and situations, and the ability to speak and write English clearly.

  • Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient.

  • Must be able to read and understand correspondence, memoranda and directives.

Decision Making

  • Must act in a manner using good judgment.

  • Must be able to assess problems and situations and be able to anticipate needs and evaluate alternatives.

  • Must have the ability to multi-task and work in a fast-paced environment.

Interpersonal Relationships

  • Must be consistent in dealing with people, must be sensitive to others’ problems and concerns without direct involvement.

  • Must exclude personal biases from work performance.

  • Must strive to promote a cooperative atmosphere.

  • Must have a positive attitude.

Professional Attitude

  • Must have commitment to the organization, willingness to take initiative, dependability, maturity in relationships with others, and self-confidence.

  • Must represent the organization to other agencies staff and citizens with a courteous, helpful, accurate and business-like attitude in all telephone and personal contact.

Work Environment

Work is generally performed in an office environment with standard office equipment and furnishings available. Occasionally, may be required to attend off-site trainings or meetings.

Physical Requirements

  • Must have the ability to read and discern visual images on a variety media types.

  • Must have the ability to operate a personal computer and applicable software (word processing, spreadsheet, accounting), 10-key adding machine or calculator, fax, copier, and telephone.

  • Must be able to sit for long periods of time.

  • May occasionally have to lift 25 pounds or more.

Minimum Requirements

  • High school diploma or equivalent.

  • Two years of increasingly responsible general office experience is required, with additional office experience including reception, data entry, word processing, and filing.

  • Experience with Microsoft Office or closely related fields.

  • Valid Minnesota driver’s license.

  • Initial interactions and interpreting who the proper staff member is to assist with the item.

Preferred Qualifications

  • Experience in the public sector or non-profit.

  • Specialized training in administrative support skills/office administration.

  • Advanced education on a related degree.

APPLY NOW
Jennifer Williams