08.a Approving Job Description and Hiring Process of Office Assistant Staff Report
Date of Meeting: May 19, 2026
For: Honorable Mayor and Council
From: Kyle Morell, City Administrator
Subject: Hiring of an Office Assistant
Background:
City Clerk Brenda Ecklund will be officially retiring from the City in July. Once that occurs, I plan
to promote the City’s current Office Assistant, Brenda Stignani, to City Clerk. Therefore, the
City needs to hire a replacement Office Assistant. The position will be posted for three weeks,
and interviews will be conducted before the end of June.
Options:
1) Approve Posting for Office Assistant Position
2) Table for future discussion
Recommendation:
Options 1
Attachment:
Office Assistant Job Description
Office Assistant Job Posting
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Approved by City Council, May 19, 2026
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: OFFICE ASSISTANT
STATUS: Part-time (approximately 21-28 hours/week) regular position
Flexible working hours depending upon season and programming needs
FLSA Non-Exempt
RESPONSIBLE TO: City Administrator
City Council
General Definition of Work
Performs intermediate skilled administrative support work. Work is performed under the limited
supervision of the Administrator.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions.
ESSENTIAL FUNCTIONS:
1. Receives visitors and answers the telephone, answering questions or directing individuals so as
to provide them with the needed information accurately and with minimum delay; develops and
fosters good relationships with community groups and organizations, other public institutions,
and consultants.
2. Provides clerical support using word processing and spreadsheet software to produce
correspondence, reports, and mailing lists; processes and distributes mail.
3. Prints Public Meeting Packets for City Council, Planning Commission, and advisory committees.
Manage the City’s electronic meeting recording system.
4. Assists with maintaining and purging filing systems in accordance with records retention policy
and Data Practices Act; performs electronic filing duties using Laserfiche.
5. Works with city consultants in the process of issuing building and electrical permits, maintaining
documents in Laserfiche.
6. Assists with the Accounts Payable process by scanning and sending payments bi-monthly.
7. Manage rentals and reservations for City facilities. Orientate renters as needed. Inspect the hall
after functions to determine the cleaning/damage deposit status.
8. Provide support for advisory committees as needed, including creating online registration or
event management forms.
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9. Maintains City website, NextDoor, and Facebook page, and creates content to inform the public
of news and events.
10. Coordinates the layout and publication of biannual City newsletters.
11. Monitor needs and order supplies for City departments and facilities.
12. Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Working knowledge of generally accepted office procedures and filing practices
2. Good skill level with personal computers and Microsoft Office software. Ability to learn and use
other software as required.
3. Ability to develop and maintain a general working knowledge of city services and functions.
4. Ability to develop and maintain effective working relationships with a wide variety of City
personnel and the general public.
5. Ability to deal discreetly with confidential information.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Public contacts are courteous and businesslike and the information provided is accurate and
timely.
2. Work produced is professional looking, accurate and error-free.
3. Requirements of state laws and local ordinances and policies are met.
4. Keeps supervisor informed of all significant matters he/she must know to perform his/her
responsibilities effectively.
5. Displays leadership, initiative and decision-making skills.
Education and Experience
High school diploma or GED and moderate experience office administration with some desktop
publishing experience, or equivalent combination of education and experience.
Physical Requirements
This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting,
speaking or hearing and using hands to finger, handle or feel, frequently requires repetitive motions and
occasionally requires standing, walking, reaching with hands and arms and lifting; work has standard
vision requirements; vocal communication is required for expressing or exchanging ideas by means of
the spoken word; hearing is required to perceive information at normal spoken word levels; work
requires preparing and analyzing written or computer data, operating machines, operating motor vehicles
or equipment and observing general surroundings and activities; work occasionally requires exposure to
outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light
traffic).
Special Requirements
Special training in Website Administration within six months of hire; some prior training/experience in
social media and digital communications preferred.
Commissioned as a Notary Public within six months of hire.
Valid driver's license in the State of Minnesota
14727 209 th St. N., Scandia, Minnesota 55073
Phone (651) 433-2274 Fax (651) 433-5112 http://www.ci.scandia.mn.us
PART-TIME OFFICE ASSISTANT
The City of Scandia is accepting applications for a part-time Office Assistant (approx. 21-
28 hrs/wk). The position will perform a wide variety of office support functions, including
receiving visitors, answering telephone inquiries, using word processing and spreadsheet
software to produce correspondence, creating and maintaining filing systems, processing
building permits, maintaining the City website and Facebook page by creating content to
inform the public of news and events, including the layout and publication of biannual City
newsletters.
Minimum qualifications include: high school diploma or equivalent education, one year of
skilled clerical or office support experience, a valid driver’s license, and a good driving
record. Starting pay range is $22.00 to 25.00 per hour. City application required. For a
copy of the application materials, contact the city at 651 433-2274, or visit the city website
at www.ci.scandia.mn.us. Submit completed application packet to: City of Scandia, 14727
209th St. N., Scandia, MN, 55073 by 4:00 p.m., Monday, June 15, 2026.
EQUAL OPPORTUNITY EMPLOYER
For publication in:
Country Messenger
Forest Lake Times
City of Scandia Website
Minnesota League of Cities Website