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Job Summary

Job Summary

The Executive Secretary, in collaboration with other agencies, is responsible for artwork, grounds, restoration, preservation, zoning and other usage of the capitol area. The capitol area includes approximately 60 blocks in and around the Capitol building. The Executive secretary also works closely with the Minnesota Historical Society in supervision of any changes to either the architectural appearance of and the art or furnishings of the public historical or ceremonial spaces of the Capitol Building.

The Executive Secretary will regularly interact with board members, the Minnesota Department of Administration, the Minnesota Historical Society, the City of Saint Paul, legislature, regional agencies, neighborhood planning organizations, district councils, development groups, and area businesses. A major function of the position will be to ensure that the 12 member CAAPB Board, consisting of Legislators (4), Mayoral appointees (3), and Gubernatorial appointees (4) is continuously updated and informed of the status of all projects. The Board is chaired by the Lt. Governor. These activities also involve performing important public relations work and advocacy before the state legislature.The Executive Secretary serves at the pleasure of the Board.

The anticipated Start day for this position will be July 1, 2021.

Job duties and Responsibilities

• Ensuring that the Capitol Area Architectural Planning Board (CAAPB) is informed of all development proposals for the Capitol area, so that the CAAPB may make timely decisions to ensure that its comprehensive plan and zoning ordinance are enforced in the Capitol area.
• Supervising the work of administrative staff and the architectural and planning advisers (2-3 FTE) to the CAAPB so that the time of both the CAAPB and the advisors may be used efficiently and effectively.
• Maintaining strong and regular lines of communication with the Lt. Governor (as Board Chair) and with the appropriate Legislative leadership and bodies on CAAPB work.
• Directing administrative activities of the CAAPB, including development and/or update of Affirmative Action, internal controls, and Professional/Technical plans, to ensure that adequate personnel, equipment, and facilities are available for the proper conduct of assigned mission of the CAAPB
• Budgetary responsibilities including maintaining, preparing, and presenting biennial and capital budget reports; monthly review of Expenditure reports; and monitoring any special initiative appropriations and agency contract/project budgets.
• Obtaining plans, studies, reports, proposals, and policies in relation to the Capitol Area by those engaged in any work or planning so that the public and historic values may be protected an enhanced
• Develop and enhancing relationships with CAAPB partners including coordinating with the Administration Department, MNDOT, and the City of Saint Paul (Planning and Economic Department, as well as other City departments)on all physical changes in and around the Capitol Area.
• Prepare, review, and supervise for CAAPB guidelines and implement policies that govern the public and ceremonial areas of the State Capitol Buildings so public and historic values may be protected and enhanced.
• Continuity of Operations planning and meetings, along with reporting on evaluation, testing, alterations, and updates on operations scenarios such as health related or other emergencies.
• Participation in the Capitol Security Task Force and Capitol Preservation Commission.

Qualifications

Minimum Qualifications

Education:

• Bachelor’s Degree in Planning, Architecture or related fields, Public Policy.

Experience:

• Three years of supervisory and/or management experience, including project management.
• Experience in public communication, including giving presentation and writing reports.
• Experience partnering with and presenting to boards, commissions, governing bodies, professional associations, diverse interest groups, or other groups to obtain agreement on policies and/or changes.

Knowledge, Skills, and Abilities:

• Demonstrated leadership and organizational management skills, including dispute resolution and conflict management skills.
• Ability to lead discussions, motivate employees, and establish and maintain positive working relationships.
• Ability to engage in critical thinking and strategic analysis needed to develop, organize, and implement Capitol area plans and projects.
• Ability to effectively relay information to Board members, staff, stakeholders, and media.
• Ability to sufficiently manage human relations, budget, and administrative duties necessary to lead a complex organization with multiple demands and differing political expectations.
• Functional knowledge of financial management, including creating and administering budgets, investment policy, and statutory/regulatory compliance.

Preferred Qualifications

• Knowledge of state government operations, e.g. date practices, open meetings, etc.
• Experience in public sector which may include state, county and/or other government agencies.
• Extensive knowledge and demonstrated experience of funding which may include managing, appraising, and directing work in line with agreed priorities and targets set in conjunction with a board of directors or similar leadership.
• Some experience or understanding in review of architectural drawings or site plans.

Additional Requirements

This position requires the successful completion of a reference and background checks – CAAPB will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.

*Please include resume and coverletter with job application.

Application Details

Why Work For Us

GREAT BENEFITS PACKAGE! The State of Minnesota offers a comprehensive benefits package including low cost medical and dental insurance, employer paid life insurance, short and long term disability, pre-tax flexible spending accounts, retirement plan, tax-deferred compensation, generous vacation and sick leave, and 11 paid holidays each year.

How to Apply

Click “Apply” at the bottom of the page. If you have questions about applying for jobs, contact the job information line at 651-259-3637.

For additional information about the application process, go to http://www.mn.gov/careers.

Contact

If you have questions about the position, contact Leslie Waterhouse at leslie.a.waterhouse@state.mn.us.

AN EQUAL OPPORTUNITY EMPLOYER

The State of Minnesota is an equal opportunity, affirmative action, and veteran-friendly employer. We are committed to providing culturally responsive services to all Minnesotans. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us. Please indicate what assistance you need.

Job Title: Executive Secretary Capitol Area Architectural & Planning Board

Location: St. Paul

Job ID: 44510

Regular/Temporary: Unlimited

Full/Part Time: Full-Time

Who May Apply: Open to all qualified job seekers

Date Posted: 03/17/2021

Closing Date: 04/21/2021

Hiring Agency/Seniority Unit: Capitol Area Architect / Capitol Architect-Managerial

Hiring Agency: Capitol Area Architect / Capitol Architect-Managerial

Division/Unit: Capitol Area Arch & Plg Board / Capitol Area Arch & Plg Board

Work Shift: Day Shift

Work Hours: Day Shift

Work Shift/Work Hours: Day Shift

Days of Work: Monday – Friday

Travel Required: No

Salary Range: $36.02 – $52.01/hourly; $75,209 – $108,596/annually

Classified Status: Unclassified

Bargaining Unit/Union: 220 – Manager/Unrep

Job Class: Executive Secretary Capitol Area Architectural & Planning Board