Job Details

Administrative Assistant

Under general supervision, this position provides administrative support to Moorhead Public Service (MPS) staff and the Moorhead Public Service Commission (Commission), including reviewing and editing written materials; preparing for meetings; reviewing specifications and implementing bid processes; attending public meetings; performing contract management; and assisting with maintaining records management.

Job duties or essential functions include, but are not limited to:

• Providing administrative support to MPS staff and the Commission, including:
• Reviewing and editing written materials.
• Meeting preparations and set-up for staff and public meetings.
• Reviewing specifications and implementing competitive bid processes (advertising, attending bid openings, preparing bid tabulation sheets, etc.)
• Performing contract management, including execution of contracts and distribution of contracts to appropriate parties.
• Assisting with policies, standard operating procedures, and compliance records.
• Screening, processing, and distributing incoming mail and e-mails.
• Attending Commission meetings and acting as the recording secretary to the Commission based upon a rotating schedule with MPS' other Administrative Assistants and Executive Assistant.
• Reviewing, editing, and compiling reports, presentation materials, correspondence, and meeting agenda information.
• Completing documents and contracts approved by the Commission.
• Preparing Commission documents for the Moorhead City Council.
• Assisting Records Management staff with uploading required documents to ensure compliance with Minnesota statutes.
• Assisting with social media and other communication activities of MPS, such as press releases, public events, employee events, and publications, as requested by Communications, Marketing, and Energy Services staff.
• Coordinating and organizing the preparation of MPS' Annual Management Report based upon a rotating schedule with MPS' other Administrative Assistants and Executive Assistant.
• Receiving and filing quotations from staff and preparing purchase orders as needed.
• Coordinating orders for MPS-provided uniforms.
• Handling, preparing, and/or processing documents pertaining to confidential matters as requested.
• Performing other duties as requested.

Competencies to perform this position successfully include:

• Kindness and Understanding. Must be able to exhibit kindness and understanding and be fairminded and reasonable. Must be approachable and exhibit good judgment when handling personal issues. Must be confidential and protect the privacy of all employees.
• Analytical. Synthesizes complex or diverse information. Collects and researches data. Uses intuition and experience to complement data. Designs workflows and procedures.
• Problem Solving. Must be able to handle problems of the job on a regular basis. Employees may be involved in situations where conflict occurs between employees, customers, or other parties. Regardless of the problems or issues that may occur, the individual must be able to resolve them effectively.
• Results. Able to articulate and drive the need for timely, high-quality results. Motivates by personal example of hard work and is dedicated to results. Internally driven to achieve high personal standards. Institutes systems to monitor progress and ensure sustainable results. Continually seeks to improve work results and methods.

Minimum qualifications to perform this position successfully include:

• Education: Certificate or diploma in administrative professional studies, business, or public administration from a post-secondary institution.
• Experience: Two (2) years of responsible administrative support experience.
• Training, Certificates, Licenses, and Other Requirements: Personal qualities consistent with MPS' Culture Values – be positive, be appreciative of others, be respectful, be a team player, and be engaged.

Desired qualifications to exceptionally perform all the functions of this position include:

• Experience: Three (3) years of responsible administrative support experience in a public sector or utility office, with experience in contracts, competitive bidding processes, and/or records management and retention practices.
• Training, Certificates, and Licenses: Microsoft Office advanced training. Adobe Standard or similar software training.

While performing the normal duties of this job, there are related steps, processes, and methods that require this position to recognize clear differences in a variety of situations.

Supervision: General supervision is provided while performing the normal duties of this job. This position exhibits no supervisory responsibilities.

Impact: While performing the normal duties of this job, this position's work product or services affect the accuracy, reliability, or acceptability of further processes or services.

The physical demands and work conditions described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this job, this position:

• May occasionally climb up to 80 steps, bend/stoop, stand, walk, lift and/or carry up to 20 lbs., and talk; frequently use repetitive motions and drive; and continuously sit, finger/enter data/keystroke, and hear.
• Will use close vision, color vision, and peripheral vision.

Work Conditions: While performing the duties of this job, this position will experience exposure to inside environmental conditions.

Wage and application information: The 2026 wage range is $23.83 to $36.65 per hour. This position is represented by IBEW – union wages and benefits apply.

Anyone interested in applying for a position at Moorhead Public Service (MPS) must complete an official MPS Application for Employment in order to be considered for employment with MPS. Applications are available at (OR BY CLICKING ON THE 'APPLY' BUTTON) or by calling 218.477.8000, Option 4.

Upon completion of an MPS Application for Employment, you can submit the application in one of three ways:

• Print and mail to: Moorhead Public Service c/o Employment Opportunities P. O. Box 779 Moorhead, MN 56561-0779
• Scan and e-mail to jobs@mpsutility.com. If you do not receive immediate confirmation that we received your e-mail (via an automated message), please call 218.477.8000, Option 4, to confirm receipt of your e-mail.
• Print and deliver to MPS' Business Office located at 2901 South Frontage Road, Suite 2, Moorhead. The office is open Monday through Friday, 8:00 AM until 4:30 PM, excluding holidays.

Closing date: Friday, November 20, 2026. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job notice should not be construed to imply that these requirements are the exclusive responsibilities of the position. Other duties may be required by the supervisor. The job notice does not constitute an employment contract between the employer and the employee. It is subject to change as the needs of the employer and requirements of the job change.