Job Information
The City of Rochester, MN Business Services Representative in Rochester, Minnesota
Business Services Representative
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Business Services Representative
Salary
$28.27 - $35.51 Hourly
Location
Rochester MN 55906, MN
Job Type
Regular FT
Job Number
20240123
Department
Rochester Public Utilities
Opening Date
09/05/2024
Description
Benefits
Questions
POSITION DESCRIPTION
The City of Rochester now welcomes applications for
Business Services Representative
Rochester Public Utilities
RPU, a division of the City of Rochester, MN, is the largest municipal utility in the State of Minnesota. RPU serves over 57,000 electric customers and 41,000 water customers in a 60 square mile service area and has revenues nearing $161 million annually.
Vision- "We Will Set the Standard for Service"
www.rpu.org
The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.
We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.
It takes us all working together
Nature of Work
Business Services Representatives are a shared organizational resource providing a wide range of administrative support functions for all divisions of Rochester Public Utilities. This position is required to exercise independent judgment while performing both routine and complex tasks that require excellent computer skills and an understanding of the work in each of the functional areas as well as cross-functionally throughout the organization. Business Services Representatives are expected to suggest and implement process improvements, establish priorities and meet deadlines. Individuals must maintain a high standard of service to the entire organization while working in a fast-paced environment, juggling competing demands.
Pay - 2024 wage range is $28.27 per hour to start with advancement to $35.51 per hour.
To have your application considered with the first round of application review, apply before September 19, 2024.
DUTIES AND RESPONSIBILITIES
The items below are representative of the scope of work performed within this job classification. Individuals within this classification will be assigned to specific areas of duties and responsibilities in both lead and back up capacities. These assignments may rotate and change within the office to ensure cross training and adequate ability to back up critical office functions.
*Provide administrative support for all functional departments.
Assist with a wide variety of data entry and general administrative duties.
Coordinate records management activities for new or existing documents from a variety of sources, for all functional areas to ensure information is organized and retrievable.
Process insurance claims and maintain related records.
Organize and maintain organizational and divisional statistical metrics.
Provide back-up support and act as a liaison between functional work groups to identify concerns and facilitate solutions for process improvement.
Design and create various graphic design images or desktop publishing documents.
Design, revise and maintain various internal web pages to effectively communicate information and provide efficient functionality.
Provide advanced-level support as subject matter expert for Microsoft 365 applications.
Compile information and data to prepare reports, presentations and other documents.
Assist in the development of notices, flyers, brochures, and other informational materials.
Plan and coordinate meetings, training sessions, annual events, employee recognition, and other miscellaneous organizational activities.
Maintain inventory of office supplies and coordinate the purchasing and restocking of various storage cabinets.
Maintain an organized, professional and safe working environment.
*Coordinate employee travel
Schedule and coordinate training and business travel arrangements for employees, in accordance with defined policies and procedures.
Book flights, hotel accommodations, create detailed travel itineraries and handle last-minute changes.
Reconcile corporate credit card, review statement, match transactions, resolve discrepancies, and provide supporting receipts or documentation, as required.
*Coordinate all mailroom activities.
Develop functional expertise of various mailroom equipment and work with technical staff to troubleshoot and identify problems, schedule required maintenance or necessary repairs.
Ensure compliance with all applicable federal, state and local postal requirements.
Prepare and maintain all required budget and reporting documentation.
Retain adequate inventory of related supplies while maintaining a safe and organized work area
Create mail merges and prepare various customer correspondence.
Collect and sort outgoing mail and parcels for delivery at various locations on daily courier route.
Sort and distribute internal mail within RPU service center.
Perform other duties as assigned or necessary.
*Essential Functions
MINIMUM QUALIFICATIONS
Education and Experience
An Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two (2) years of full-time employment experience performing administrative office duties.
OR
A high school diploma AND five (5) years of full-time employment experience performing administrative office duties.
Licenses and/or Certifications
Valid Minnesota driver's license
If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.
POSITION COMPETENCIES
Customer Focus: Building strong customer relationships and delivering customer-centric solutions.
Interpersonal Savvy: Relating openly and comfortably with diverse groups of people.
Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
Tech Savvy: Anticipating and adopting innovations in business-building digital and technology applications.
ADDITIONAL INFORMATION
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: office practices, department programs and procedures; data entry operations, applications, and software including all Microsoft Office programs, SAP, Cayenta and Perceptive Content; grammar, spelling, punctuation, vocabulary and sentence structure; and general knowledge of Minnesota Government Data Practices Act.
Skill in: communicating with customers through various mediums; the use of simple accounting; the use of standard office equipment; providing excellent customer service in a professional manner; and effectively interacting with teammates, departments, management, outside agencies and the general public.
Ability to: handle frequent interruptions; present a positive image of the organization; communicate effectively both orally and in writing with internal and external customers; establish and maintain effective working relationships; work as part of a team; work self-directed, be detail-oriented and well-organized; exercise independent judgment and initiative; follow instructions and prescribed procedure; maintain records; perform alphabetical and numerical filing; and demonstrate flexibility and respond to changing requirements and job assignments.
PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Continuous demands: sitting, fine dexterity
Frequent demands: standing, walking
Occasional demands: crouching, bending, reaching, carrying, kneeling
Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing and touch.
Environmental conditions that may exist in the performance of the essential functions of this job include NONE - not substantially exposed to environmental conditions.
EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=637988577978795327)
01
The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?
Yes
No
02
What is your preferred name?
03
Do you have a valid driver's license?
Yes
No
04
Which of the following best describes your level of education?
High school diploma or equivalent G.E.D.
Completion of a 1 year program or certificate
Working toward a 2 or 4 year degree not yet completed
Completion of a 2 year program or degree
Completion of a 4 year program or degree
Completion of a Master's degree or higher
None of the above
05
Other than your High School diploma/GED, which of the following best describes the field of study for your degree?
Administrative Support
Communications
Public Relations
Accounting
Business or Public Administration
Graphic Design
A field of study closely related to the above
My degree is in an area NOT RELATED to any of the above
N/A - I do not have a degree
06
This position will perform both routine and complex administrative tasks in a fast-paced environment while prioritizing competing demands. Tell us how your professional, educational and lived experiences would help you be successful in this role.
07
Which of the following best describes your years of full-time employment in a position where providing advanced level administrative support was your primary focus?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
10 or more years
08
Does your employment experience in the area of administrative support include any of the following? (Select all that apply)
Designing and creating informational materials or documents using publishing software
Maintaining an inventory and ordering office supplies
Planning and coordinating events and/or trainings for both large and small groups
Scheduling and managing business travel arrangements to include flights, itineraries, accommodations and any changes that may occur.
Reconciling a corporate credit card by resolving discrepancies and providing supporting documentation for expenses
Ensuring electronic records and documents from a variety of sources are organized and retrievable
Compiling information to prepare reports when requested
Juggling multiple priorities in a fast-paced environment
N/A - I have not performed any of these duties
09
Which of the following best describes the setting where you obtained the majority of your experience providing advanced-level administrative support?
Government Entity, such as Local, City, or State office
Educational Facility such as a school or college
Private Industry such as a privately owned company or business
Medical Facility such as a hospital or clinic
N/A - I do not possess any advanced-level administrative support experience
10
Does your employment include any of the following mail-related experiences? (Select all that apply)
Scheduling maintenance and repair of mailroom equipment
Ensuring compliance with postal requirements
Creating mail merges for documents to be mailed
Collecting and sorting both incoming and outgoing mail
Distributing mail within a large department or company
N/A - I have not performed any of these duties
11
Please share the types of software that you are PROFICIENT in using: (select all that apply)
Microsoft Suite of Products including Word, Excel, PowerPoint, Outlook, SharePoint
Microsoft 365 Applications including Teams
Internet browsers and settings
Microsoft Publisher or similar software for creating documents
Microsoft Access or other similar database software
Website development and management software
Electronic document management system
None of the above
12
CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?
Yes
No
Required Question
Agency
City of Rochester
Address
201 4th Street SE Rochester, Minnesota, 55904
Phone
(507) 328-2555
Website
https://www.rochestermn.gov/employment
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