Special Projects Coordinator - Executive Assistant (Human Resources)

Coordinate complex Human Resources projects that require a high degree of specialized knowledge. Conduct research, provide data, make recommendations, and implement solutions to achieve project goals and objectives. This position also provides a high level of customer service and confidential executive support.

CITY VALUES & EXPECTATIONS

• Models and contributes to a positive work environment, culture of communication, engagement and safety
• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
• Embrace the City’s shared values and contribute towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

Executive Assistant

• Ensure the effective and efficient operation of the Human Resources office by providing a high level of customer service, confidential executive support, and strong communication skills.
• Apply strong organizational skills to support the timely flow of information and appropriate follow-up on a wide variety of tasks and special projects.
• Maintain administrative workflow by reviewing processes, implementing improvements, and developing procedures
• Resolve administrative problems by analyzing information and identifying and communicating solutions
• Coordinate monitoring, maintenance, and development of Human Resources policies
• Coordinate interagency meetings which include the City Manager’s Office as a principal attendee or as directed by the Human Resources Manager.
• Support the City’s Human Resources team by attending meetings, taking notes, preparing, and distributing talking points and summaries, etc. Helps coordinate meeting schedules, track progress, and ensure necessary follow-up.
• Participate in all aspects of planning and organizing meetings and special events, from concept development to implementation details, as assigned by the Human Resources Manager.
• Assist with drafting and/or finalizing a variety of letters, reports and presentations by proof-reading, formatting, adding graphics, etc.
• Respond to inquiries, requests, and complaints from members of the public, organizational partners, and City staff in an accurate and professional manner.
• Answer phone inquiries in a polite and professional manner with correct information or refer inquiries to the appropriate resource
• Perform common administrative support duties such as filing, copying, answering phones and email, opening and distributing mail, coding invoices, ordering office supplies, scheduling meetings and arranging for travel, with a high degree of accuracy and efficiency.
• Available to attend meetings at various locations including weekends and evenings, as needed
• Perform additional work projects as assigned

Project Management

• Participate in the development of new techniques, programs, and short- and long-range strategic initiatives, work with the department in the analysis of the City’s strategic initiatives
• Work with the department to create annual objectives and develop timelines, benchmarks, and defined outcomes.
• Ensure projects and initiatives are followed through to completion in a timely manner
• Perform project and policy analysis, which includes conducting research; analyzing a variety of statistical data and/or information; determining and raising pertinent issues; summarizing findings; presenting results and recommendations of findings
• Assist in the development and implementation of the department’s goals, objectives, policies, priorities and procedures
• Coordinate and administer special projects, which includes?planning projects; monitoring budget; coordination with staff liaisons; managing external consultant teams, interdepartmental teams, and maintaining relations with both internal and external stakeholders and presenting project reports to Executive Staff, Boards and Commissions, and City Council.
• Serve as a liaison with employees, other Departments, and external organizations; represents the department at a variety of meetings, public events, training sessions, on committees, and other related events.?
• Make formal presentations to city staff, city council, and outside organizations or businesses, as necessary
• Seek and evaluate information from a variety of sources; provides specialized reports as requested by the Human Resources Manager
• Oversee coordination between divisions/departments throughout duration of projects
• Coordinate and prepare reports and correspondence in response to requests for information from City departments; may also prepare City Council agenda material such as ordinances, council memos, etc.
• Suggest and implement solutions to address new or ongoing challenges within the department

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Demonstrates strong attention to detail and a proactive nature
• Results-driven and embraces collaborative approaches to solving problems
• Ability to lead interdisciplinary work teams, task forces, and committees to achieve assigned goals
• Ability to coordinate multiple projects and prioritize, plan, and organize work with overlapping and complex deadlines
• Strong oral and written communication skills. Ability to read and effectively summarize material, accurately proofread written documents, and finalize drafts for distribution.
• Ability to balance competing demands and successfully prioritize work tasks.
• Ability to apply good judgment, make decisions where appropriate, and anticipate and initiate next steps.
• Ability to maintain confidentiality; to act and share information with discretion.
• Ability to show initiative and work independently, with minimal supervision.
• Ability to lead innovation teams and strategic initiatives.
• Knowledge of organizational development and project management principles.
• Knowledge of program planning, including evaluation, communication methods, and techniques.
• Ability to create comprehensive plans that identify all tasks, resources, and deliverables required to achieve the desired results
• Ability to thoughtfully communicate with and respectfully engage diverse stakeholders around a shared vision for achieving results.
• Problem-solving and conflict resolution skills
• Ability to learn departmental functions as well as City policies and procedures
• Able to develop and maintain collaborative working relationships with stakeholders
• Skilled in organizing, planning, and coordinating projects of varying scope
• Able to work independently, anticipate next steps, and adapt to changing work priorities
• Work is well planned out and completed in an accurate, confidential, and timely manner
• Confident presentation skills, with the ability to present information in a variety of formats and styles for a variety of audiences

MINIMUM QUALIFICATIONS

• Bachelor's degree, plus five (5) years of progressively responsible office/administrative experience, or some equivalent combination of education and experience.
• Excellent skills in Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to develop and maintain collaborative working relationships with other City employees, City officials, and the general public.
• Demonstrates an awareness of and sensitivity to the needs and concerns of individuals from different perspectives, cultures, and backgrounds.
• Experience with project coordination, meeting facilitation, and coordination of various stakeholders and consultants.
• Ability to communicate effectively with the public and employees, both orally and in writing, including in public settings

SUPERVISION OF OTHERS

This position does not supervise others.

Anticipated Hiring Range: $90,796 – $98,205 Annually

2026 Full Salary Range: $90,796 – $124,260 Annually

Full-Time; Exempt; Non-Union; Benefits Eligible

The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.

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The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change