Administrative Assistant II

Salary: $74,124.96 - $98,481.76 Annually
Location : City of Maple Grove, 12800 Arbor Lakes Parkway, Maple Grove 55369, MN
Job Type: Full-time- Benefit Earning
Job Number:
Department: Fire
Opening Date: 11/02/2026
Closing Date: 11/13/2026 4:30 PM Central
FLSA: Non-Exempt

Job Summary
The Position

Are you an organized, detail-oriented professional who enjoys a fast-paced environment and a variety of responsibilities? The City of Maple Grove is seeking a motivated and customer-focused individual to join our team as an Administrative Assistant for the Fire Department. In this role, you will provide administrative and operational support to Fire Department leadership, managers, and staff, helping ensure the department runs efficiently and effectively. Responsibilities include coordinating departmental activities, managing schedules and deadlines, assisting with payroll, reporting, budgeting, and onboarding processes, and providing administrative support for department operations. This is an excellent opportunity to contribute to an essential community service while supporting the dedicated professionals who serve and protect the Maple Grove community. The City of Maple Grove offers competitive salaries, outstanding medical and dental plans, sick and vacation time, and a state-operated pension plan for long-term success. Apply today and become an integral part of our team dedicated to creating memorable experiences for our residents!

Tentative Hiring Timeline

*subject to change*

Posting Closes: November 13, 2026 at 4:30 PM

First Round Interview: Week of November 30, 2026

Final Round Interview: Week of December 7, 2026

Council Approval: December 21, 2026

Tentative Start Date: Week of December 28, 2026 or after
Pre-employment requirements:
Employment for this position is contingent upon the successful completion of a background check, reference check, and City Council approval.
Responsibilities

• Provides high-level administrative and clerical support to department leadership and staff, including preparing correspondence, scheduling meetings, managing calendars, and coordinating departmental activities
• Coordinates department-wide operational functions, including payroll, budgeting, financial reporting, and City Council agenda items and follow-up.
• Provides administrative support for multiple projects, coordinating timelines, meeting deadlines, facilitating workflows, and collaborating with other departments.
• Processes and reconciles financial documents, including purchasing orders, invoices, vouchers, and expenditures; researches and resolves accounts payable discrepancies.
• Prepares, edits, and proofreads a variety of documents, reports, agendas, meeting minutes, and other materials using established guidelines and procedures.
• Complies, organizes, and analyzes information from various sources; maintains databases and generates financial and operational reports using Microsoft Word/Excel, and other software applications.
• Serves as a resource to department staff, City leadership, Council/Board members, external agencies, and the public by interpreting policies, procedures, and departmental programs and resolving routine issues.
• Provides exceptional customer service by responding to inquiries, providing information, and troubleshooting concerns.
• Safeguards confidential and sensitive information, provides backup administrative support if needed, and may offer guidance and assistance to other administrative staff.
• Performs other related duties and responsibilities as required.

Knowledge of:

• Departmental procedures, policies and rules.
• English usage, spelling, grammar and punctuation.
• Office procedures, methods and computer equipment.
• Principles of business letter writing and report preparation.

Ability to:

• Use various complex computer software applications: First Due, Basecamp, Microsoft Office Suite, ChatGPT/CoPilot.
• Execute various administrative level tasks, such as layout and typing of complex reports and PowerPoint presentations.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain positive working relationships with all City staff and the general public.
• Type or word process at a speed necessary for successful job performance.
• Interpret and explain departmental policies and procedures.
• Work independently and prioritize work.
• Identify and respond to issues, concerns and needs.
• Maintain confidentiality of information and records.
• Maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment.
• Maintain mental capacity which permits making sound decisions, using good judgement, and demonstrating intellectual capabilities.

Qualifications

An equivalent combination of education and experience closely related to the duties of the position MAY be considered.
Need to have:

• High School Diploma or GED
• Four years of increasingly responsible administrative experience

Nice to have:

• Experience in public sector or non-profit.
• Administrative Assistant experience with a Fire Department
• Specialized training in administrative support skills/ office administration.
• Advanced education in a related degree.
• Fluency in another language prevalent in the City of Maple Grove.
• Experience interacting effectively with persons from diverse economic, social and ethnic backgrounds in a variety of situations.

Supplemental Information

WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens; working closely with others; frequent interruptions.

Physical Conditions:
Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.
The City of Maple Grove offers its employees a competitive total rewards package. For details, please visit the
01

Please select your highest level of completed education related to this position.

• High School Diploma or equivalent
• Some College
• Associates Degree
• Bachelors Degree
• Masters Degree or higher
• None of the above

02

Please select your years of increasingly responsible related experience in administrative support.

• None
• Less than two years
• Two years to less than four years
• Four years to less than six years
• Six years to less than eight years
• Eight years or more

03

Do you have experience working in the public sector (state, county, or city government)?

• Yes
• No

04

Please select your years of experience in an administrative support role while working in public sector (state, county, city government).

• None
• Less than one year
• One year to less than two years
• Two years to less than three years
• Three years to less than four years
• Four years or more

05

Please indicate your years of experience in customer service in a diverse, high-traffic environment.

• None
• Less than one year
• One to less than two years
• Two years to less than three years
• Three years to less than four years
• Four years or more

06

Which of the following administrative functions have you performed as part of your regular job duties? Select all that apply.

• Managing calendars, meetings, and scheduling
• Preparing correspondence, reports, and meeting materials
• Maintaining electronic records and databases
• Processing invoices, purchase orders, or financial transactions
• Coordinating training, events, or department activities
• Responding to public inquiries and providing customer service
• Handling confidential or sensitive information
• Supporting department leadership or management
• None of the above

07

Please indicate which software applications or systems you have used regularly in a professional setting. Select all that apply.

• First Due
• Basecamp
• Microsoft Products (Excel, Word, PowerPoint, Outlook, Publisher)
• Microsoft Teams or SharePoint
• Financial, purchasing, or enterprise resource planning (ERP) systems.
• ChatGPT / CoPilot
• Laserfiche
• Records management or document management software
• Other administrative software systems
• None of the above

08

Are you a current or former Maple Grove employee?

• Yes, I am a current employee
• Yes, I am a former employee
• No, I am not a current or former employee

09

Please select all languages you can speak at a conversational level or higher.

• American Sign Language
• Hmong
• Russian
• Spanish
• Vietnamese
• None of the above

Required Question