Administrative Support Specialist

City Of Chanhassen Administrative Assistant This position is responsible for greeting visitors and delivering exceptional customer service assistance. This entails answering and directing calls accordingly, addressing visitor questions and needs, and providing an overall welcoming environment. This position provides administrative support to Park and Recreation, Finance, Administration, Communications, and Planning. Additionally, this position will provide assistance to all departments on a wide range of administrative tasks and projects such scanning, filing, sorting, and organizing. The City of Chanhassen recently moved into a new City Hall building in September 2025. This position has the unique opportunity to be the first face people see in the new building. The City is looking for someone eager to take on this exciting opportunity. Expected Hiring Range: $58,198-$63,585 Full Salary Range: $58,198-$75,940 Reports to: City Clerk Essential duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related, or logical to the position. Serves as the "Director of First Impressions" by greeting all visitors, answering questions, and directing visitors to the appropriate department. Answers and directs phone calls. Develops level of general city knowledge to be able to answer a wide variety of front-line questions. Assists in the preparation, dissemination, and filing of City Council and commission agendas and other documents. Manages all aspects of incoming and outgoing mail. Provides administrative support to the Administration, Finance, Parks and Rec, Communications, and Planning Departments, as needed. These duties may include, but are not limited to, printing, lamination, answering phone calls, sending postcards/mailers, etc. Processes payments and assists visitors with registrations and facility rentals. Supports coordination and management of various special events, with particular focus on Park and Recreation events. Also responds to residents' inquiries about general Parks and Rec questions. Coordinates and manages garbage hauler licensing, kennel licensing, and community garden program. Serves as notary public for Administration Supports maintaining the overall appearance of the lobby and other common areas. Supports the city-wide electronic records management system. Orders and maintains an inventory of office supplies, nameplates, business cards, and various other supplies used by city staff. Assist the City Clerk with preparation, administration, and follow-up for elections. This work, in particular, may require work outside of normal working hours. Process City Council and commission minutes, and take minutes as requested. Coordinates, review, and public agendas for Park and Rec Commission and Economic Development Commission. Schedules, arranges and sets up meeting rooms, orders food for meetings, and other logistics as requested. May coordinate maintenance and repair of office equipment. Develop and maintain professional relationships with all levels of staff. Performs other duties and assumes responsibilities as apparent or as assigned. Performance criteria: Demonstrates a working knowledge of local government operations and departmental functions. Demonstrates a positive attitude toward job assignments and tasks to be performed. Verbal and written communication skills sufficient to effectively present information and 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; Ability to manage several projects at one time. Knowledge of office practices and procedures. Ability to compose clear, grammatically correct sentences, paragraphs and reports. Ability to establish and maintain effective working relations with others. Consistently steps in to support a broad range of administrative projects and tasks, approaching each with a positive attitude and a willingness to contribute wherever needed. Demonstrates the desired standard of conduct and work performance including confidentiality and privacy requirements of the departments. Minimum qualifications: Education: High School Diploma or equivalent. Basic understanding of municipal operations/services. Proficiency in Microsoft Office Suite products. Customer service experience/experience working with the public. Highly effective communication skills Poses character traits that support being part of a team and exhibiting a positive attitude, while also working independently. Must be proactive, responsive, and a self-starter. Equipment/hours/location: Primarily sedentary in nature. Occasionally must balance, bend, stoop, and kneel. Frequently must be able to stand, walk and sit for extended periods of time. Occasionally required to lift/move up to 30 pounds. Must have the ability to operate a computer, copier, tablet, telephone, or other common office equipment. Must be able to verbally communicate clearly, adequately hear in person and on the telephone, and have adequate vision, in order to perform the essential functions of the job. Hours of work are between 8:00am-4:30pm Monday-Friday. As this is a front desk/customer service position, it is not eligible for remote work. However, Chanhassen strives to promote a flexible work environment, and remote work can very rarely be approved by supervisor depending on reasoning. At times deadlines and workload may dictate the need to work additional hours, including some weekends, and require performance at a faster pace. Conditions of employment: Must comply with organizational and department policies. Must pass criminal history background and driver's license checks. This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the city and requirements of the job change. The City of Chanhassen is an Equal Opportunity Employer in compliance with the Americans with Disabilities Act. It will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Created: 2026-03-04