POSITION TITLE:                     

Office Assistant      

POSITION JOB#:                           

2023-12

DEPARTMENT:                             

Public Affairs

IMMEDIATE SUPERVISOR:      

Executive Assistant, Public Affairs

LOCATION:                               

St Paul Office

HOURS/STATUS:                           

Full Time

FLSA STATUS:                               

Non-Exempt

EMPLOYEE GROUP:                

USM

PROBATIONARY PERIOD:        

9 Months

POSITION SUMMARY:

Under the direction of the Public Affairs Executive Assistant, the Office Assistant in Public Affairs provides a full range of administrative and office support services to the Education Minnesota Public Affairs department. This position provides direct support to professional staff within the department as well as program coordination for Education Minnesota’s Political Action Committee and legislative activities, design work and website maintenance, the dissemination of information, and publications to members, and their significance to support the mission of Education Minnesota.

Education Minnesota is a member-led labor union that has identified racial equity and social justice as primary organizational goals. All staff are expected to participate, individually and collectively, in ongoing training, discussions, and activities to advance these goals.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide a full range of administrative support for Education Minnesota’s Public Affairs Programs.
• Review, prepare, maintain records, code billings, and obtain appropriate signatures for: expenses, workshops, and various committees and projects.
• Provide back-up support to other Public Affairs Office Professional staff as directed.
• Schedule appointments, maintain calendars, note important dates, route correspondence, and maintain follow-ups.
• Coordinate and schedule meetings, workshops and events with members and staff; including but not limited to arranging for hotel contracts, registrations, sending meeting notices, room arrangements, catering, preparation of materials, transcribing meeting notes, and all follow-ups.
• Produce flyers, newsletters and other publications as directed, including web-based production and editing.
• Maintain a highly organized electronic filing system for tracking political expenditures and member engagement.
• Answer phones and initiate appropriate follow-up.
• Assist with overall organization and day-to-day functions of the department.
• Maintain and handle facsimile and copying needs of the department.
• Update information in various record-keeping systems.
• Participate in projects, duties, and other administrative tasks assigned by management.
• Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Three (3) or more years proficiency at an intermediate level in MS Office Applications with emphasis on Excel, Word, PowerPoint, and Outlook. 
• Record keeping and bookkeeping skills.
• Accurate typing, transcribing and computer skills.
• Desktop publishing.
• Good public relations, communications, telephone, and personal skills.
• Excellent spelling and grammar skills.
• Understand and effectively carry out complex verbal and written directions.
• Work well under pressure, able to handle multiple tasks and meet strict deadlines.
• Problem-solve and work independently.
• Good planning and organization skills; ability to prioritize work assignments and be punctual.

MINIMUM QUALIFICATIONS:

• High School diploma or GED
• Three (3) years administrative support experience
• Proficiency in MS Office Suite of products (Outlook, Excel, Word, Access, Publisher, PowerPoint)
• Proof of COVID-19 vaccination (vaccination card). If you have a medical exemption, you will be asked to provide a written waiver from your medical provider. If you have a religious objection, you will be asked to provide documentation stating your religious objection.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in communications, public affairs, or government relations.
• Experience in database software particularly the Voter Activation Network system (VAN).
• Proficiency in using online database management software such as CVENT (data entry, reports).
• Experience in legislative or political support work.
• Experience with event planning.

OTHER REQUIREMENTS:

• Some travel with overnight stays.
• Willingness to work nights and weekends as needed.

WORK ENVIRONMENT:

Works in a general office environment. This position will interact with employees, vendors, members, and the general public on a somewhat regular basis. These interactions require judgment and discretion that can involve confidential information, private information and some disagreeable human interactions.

PHYSICAL DEMANDS:

Work is in a general office environment. Employee is required to: talk and hear; frequently stand, walk, and repetitively use hands dexterously (use fingers to handle, feel), reach with hands and arms, bend and physically, lift and carry up to 40 pounds; occasionally lift up to 75 pounds and infrequently travel by various conveyances (e.g., air, rail, auto).

CONFIDENTIAL INFORMATION:

Maintain confidential information related to the organization, members and potential members, and staff.

EDUCATION MINNESOTA IS AN EQUAL OPPORTUNITY EMPLOYER

Education Minnesota is an Equal Opportunity Employer committed to providing an inclusive environment of mutual respect where diversity is valued, supported, and celebrated to benefit applicants, employees, members, and students. Discrimination of any kind is prohibited. All employment decisions are based on qualifications, merit, job requirements and business needs. Education Minnesota strongly encourages women, BIPOC individuals, LGBTQ+ individuals, people with disabilities, immigrants, and veterans to apply.

POSTING DEADLINE: For best consideration, apply online and include a resume. Posting will close at 11:59pm on Wednesday, December 6, 2023.

Apply using this link: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=faa82ad6-58ce-4071-80c8-3e481e725e0a&ccId=19000101_000001&jobId=478044&source=CC2&lang=en_US