Public Affairs Assistant​/Receptionist

Public Affairs Assistant/Receptionist – Full Time Position

St. Paul, MN 55104

Salary: $23.73 - $35.59 per hour – this is a benefits eligible position

Employer Paid:
Dental, Life Insurance, Long term disability, Vacation, Sick time, Holiday pay

Employer Contribution – Medical, Public Employees Retirement Association

Other benefits offered – Vision, 457 Deferred Comp/ROTH plans, Voluntary life insurance

Department:
Public Affairs

Reports to:

Public Affairs Manager

FLSA Status:
Non-Exempt

Under supervision of the Public Affairs Manager, serve as the first point of contact for the District, greet visitors, answer questions, and direct people to appropriate resources. Support MMCD Commission meetings by keeping minutes and compiling packets. Work closely with managers and employees to provide support for internal operations.

Reception & Public Engagement

• Serve as the first point of contact for the District by greeting visitors, answering telephones, responding to emails, and directing inquiries to appropriate staff.
• Enter, maintain, and retrieve resident inquiry information within the District's customer relationship management database.
• Provide courteous, professional customer service while responding to questions from residents, elected officials, partner agencies, and the public.
• Maintain communication between District offices and staff to ensure timely exchange of information.
• Sort and distribute incoming mail and packages.
• Stock and reorder office and boardroom supplies.
• Assist with scheduling meeting rooms, District vehicles, and other shared resources.
• Support internal operations by providing administrative assistance to managers and employees as needed.

Commission Clerk & Administrative Support

• Serve as administrative support to the MMCD Commission and Executive Committee.
• Prepare Commission and committee meeting agendas, packets, and supporting materials for distribution.
• Record, prepare, and maintain accurate minutes of Commission and committee meetings.
• Maintain official Commission records and District documents in accordance with records retention requirements and District policies.
• Support compliance with the Minnesota Open Meeting Law by assisting with meeting notices, agendas, minutes, and related documentation.
• Assist in responding to requests for public information in accordance with the Minnesota Government Data Practices Act.
• Exercise sound judgment in handling confidential, sensitive, and non-public information while maintaining appropriate confidentiality.
• Manage meeting spaces, including scheduling, room setup, audiovisual needs, and refreshments.
• Create and organize documents, spreadsheets, reports, and other administrative records.
• Perform other administrative duties as assigned.

Public Affairs & Communications

• Support District public outreach, education, and communications initiatives.
• Assist with planning and coordinating community events, presentations, and outreach activities.
• Communicate with cities, counties, school districts, partner organizations, and community groups to coordinate outreach opportunities.
• Update and maintain District website content, Wiki pages, and other digital communication platforms.
• Assist with development and implementation of the District's social media strategy and content.
• Draft, edit, and distribute public communications and informational materials.
• Assist with preparation and publication of the District's Annual Report and other District publications.
• Edit and revise documents for accessibility and compliance with accessibility standards.
• Perform other duties as assigned.

1 – 2 years post-high school education, or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Experience or knowledge of mosquito abatement preferred but not necessary.

• Customer service via phone and e-mail.
• Web-based content management tools (i.e. Wordpress, Wiki, Squarespace, or similar)
• Scheduling/managing multiple calendars
• Report writing and editing
• Customer Relationship Management software…